* Have processes in place to ensure the Director and / or Directorate business management email is continually monitored and all requests are distributed and actioned within respective timescales.

* Oversee inbox management, acting as an intelligent filter providing timely preparation and summaries of emails, papers, advice and guidance to the Director, highlighting issues and taking appropriate strategic/thinking action on their behalf.

* Oversight on all Directorate wide commissions, delegating and allocating to appropriate persons and within the respective timescales.

* Highlight issues relevant to Directorate (corporate, finance, strategic) Unit Heads in accordance with local Directorate management meetings/ channels.

* Lead, monitoring and seek ways to improve Directorate business relating to government activity (FoI, PQs and Correspondence) ensuring cases are on track to issue, or if not escalating or offering advice as appropriate and ensuring compliant with erdm storing and retrieval policy.

* Assess FOIs, Micases and PQs for common themes monthly and raise with Team Head

* Building, maintain and foster open, positive working relationships, engaging confidently with all TS colleagues and other key stakeholders.

* Support the delivery of Directorate preferred communication channels such as directorate management meetings, calls, newsletters and development days.

* Actively participate in and contribute to the Transport Scotland Business Managers Network.

3. Support Directorate with resource and workforce planning and recruitment

* Keep directorate resource management planner up to date and co-ordinate wider workforce planning work including budgeting. 

* Promote good practices in discretionary non-pay related spend such as travel and training, ensuring there is a supporting business case (or equivalent) and Director approval.

* Regularly discuss vacancies/staff moves with line managers, Unit Heads and provide advice to DD. Seek advice from TS HR on recruitment queries as required;

* Take responsibility for ensuring appropriate authorisation is in place for recruitment including assisting line managers & Unit Heads, DD in line with the TS resourcing Committee approval process, adhering to deadlines;

* Assist the TS workforce and resource planning activity in conjunction with FCS colleagues. Including maintaining directorate organisational chart, staff information etc.

* Support line managers to induct staff into Directorate and develop Directorate induction materials in collaboration with Team Heads.

4. Manage the PA (or BM Support) for the Directorate ensuring that the relevant processes are effective (To include director’s diary, meeting attendance (papers, minutes), purchase orders, IT requests, travel arrangements and hospitality)

* Hold monthly conversations (including objective setting/PLP), in-year and end-year reviews on time which will include a wellbeing and learning and development discussion.

* Put in place a structured PLP to build their knowledge, skills and experience to enable them to achieve their objectives and gain a better understanding of the work of the division, Directorate and wider Scottish Government.

* Ensure absence management procedures are followed correctly including conducting return to work interviews as soon as practical, signposting sources of support as required, and liaise with TS HR where appropriate.

* Cover PA role for short periods when absent and ensure appropriate support is in place for them during periods of absence.