Job Description

Are you a strong communicator and problem solver looking to support the Scottish Government Legal Directorate?

We are currently seeking applications for a professional business support administrator within the Business Division of the Scottish Government Legal Directorate (SGLD).

The team provides support to approximately 350 legal colleagues across the directorate. This is an interesting, varied and challenging position with the opportunity to develop new skills in a highly active legal area. SGLD offers a range of development opportunities including in-house training and attendance at other courses with corporate learning.

The Business Division in SGLD is working towards delivering a new and improved directorate wide modern and effective support function that ensures that all of the solicitors we work with receive the high-quality support they need. We are looking for staff to build a resilient, professional and modern support team that develops and enhances the support we currently offer as well as creating opportunities to develop the team and their skills. You will have a chance to contribute your views and ideas on what a modern support service could offer.

As well as providing support to our advisory divisions the team also provides professional support to our litigation divisions so there will be opportunities to observe the courts in action and to assist the four Paralegals with court preparations, working closely with solicitors and counsel.

This is a Modern Apprenticeship post.

Responsibilities

• Working within the team's shared mailbox carrying out tasks both independently and as a team. This involves providing support to around 350 colleagues across the directorate by answering general queries and signposting to relevant teams within a hybrid working model.
• Working closely with the Litigation division providing admin support involving print and binding tasks for court preparation often to challenging deadlines, assisting with managing legal mail ensuring this is actioned within court mandated timeframes, dealing with paper documents with an aim of working towards digitisation and providing general ad-hoc support when required.
• Carrying out directorate IMSO tasks on our records management system (eRDM and eRDM Connect). This involves creating new files, movement of documentation, ensuring document retention and security processes are being followed as well as managing membership of our ad-hoc groups to allow efficient sharing of documents electronically.
• Working with local teams to support, build and roll out our new case management systems; working within a smaller specially trained group of individuals working to enhance the use of the system across SGLD.
• Assist colleagues within our directorate with training. This can cover both internal system training and external package training such as Microsoft Office (Outlook, Word, Excel, OneNote) This may include 1 on 1 training sessions through buddying and shadowing or assisting with wider divisional training days/events alongside our divisional learning and development manager.
• Working across a number of teams within our Business Division to assist and support on a range of specialties; resourcing, finance, learning and development, paralegal court work, legal library services.
• Management of office tasks– monitoring IT equipment (desk equipment as well as area printers/shredders) and fixing/replacing/reporting when needed, organising equipment to be purchased and sent to colleagues for home working purposes, carrying out inventory and ordering of stationery on a monthly basis.
• Managing and distributing legal mail received on behalf of the directorate. This involves both physical hard copy mail and mail received electronically which has to be identified and distributed to relevant teams.
• Regularly reviewing processes and ways of working and contribute to ideas of how the services we provides can continue to be the most effective. This involves working on building up-to-date and informative desk instructions available to the directorate on how to complete tasks on our core systems as well as attending training sessions on any new processes or systems and passing this information on to our directorate colleagues.