Administrative Officer (AO) Registers of Scotland (RoS)

Grade: Administrative Officer (AO)

Pension: 28.97% of salary (RoS contribution)

Annual leave: 38 days annual holiday, increasing to 42 days with length of service.

Duration: Permanent

Working Pattern: 35 hours per week. We are a flexible employer and will consider a variety of working patterns; compressed hours, term time working or part time working on a case‑by‑case basis, depending on the role and departmental requirements.

Location: Hybrid working model. Contractual base either at Meadowbank House, Edinburgh (EH8 7AU), or St Vincent Plaza, Glasgow (G2 5LD). You will be expected to occasionally visit one of these locations as per the requirements of the role. Please note that some of these roles might require a full‑time attendance on site at MBH office in Edinburgh. You will have an opportunity to state your preference as part of the application process.

Department: Registration, (though we may be able to offer posts in other administrative roles which are closely aligned to the role profile)

Directorate: Registration

Role Reports to: Registration Team Leader

Closing date: Sunday the 7th of September at 23:59

Number of vacancies: 12 (we may be able to offer additional roles subject to approval)

About Registers of Scotland (RoS): Registers of Scotland is a world‑leading pioneer in land and property registration. We hold the answer to the question, “Who owns Scotland?” We’re a modern, digital organisation and our success relies on building a diverse team of dedicated, skilled and motivated people.

The role: As a Registration Administrative Officer, you will play a key role in maintaining the integrity and accuracy of Scotland’s land and property records. You will be responsible for examining and processing applications for registration in the Land Register and/or our other registers, ensuring each one meets legal and procedural requirements. Your work will involve interpreting legal documents, updating digital mapping systems, and preparing and maintaining title information. Working collaboratively with your team, you’ll help ensure Registers of Scotland (RoS) delivers high‑quality services to its customers.

On a typical day you will…

• Review and validate incoming registration applications to ensure compliance with statutory and RoS requirements.
• Process applications using internal electronic finance and case management systems.
• Analyse submitted documents to determine the extent and legal boundaries of land/property.
• Accurately link land/property extents to Ordnance Survey data and map them on our digital systems.
• Create and update cadastral units and property descriptions within the land registration system.
• Check and act on information from the Register of Inhibitions.
• Refer cases appropriately to colleagues, both verbally and in writing.
• Return incomplete or incorrect applications to customers, with clear guidance.
• Enter and verify accurate information on the registration systems.
• Respond to queries from internal and external stakeholders, ensuring all responses follow RoS procedures and standards.

This job is for you if you want…

• Work with purpose: working for the people of Scotland to set the bar for land and property registration worldwide.
• Flexible and hybrid working: depending on the role and team requirements, work when and where it’s best for you and your stakeholders.
• Benefits: enjoy pay progression, pension contributions up to 28.97%, up to a year’s parental leave, and 38 days annual holiday, increasing to 42 days with length of service.
• Investment in professional development: we invest in all our people so that they have the right skills to be productive and confident in their job.
• Diversity and Inclusion: We are an ‘Investor in People’ and a ‘Disability Confident’ employer. We are inclusive, stronger together, and committed to putting our people first.
• Positive work culture: RoS is an agile, digital organisation using leading‑edge technology. Colleagues understand their role in achieving our strategy and have the autonomy to deliver.

Essential Criteria – Skills and Attributes for Success Behaviours: At application stage, you will be scored against the bolded Behaviours and against all Behaviours for the interview:

• Making Effective Decisions – Use sound judgement, evidence and knowledge to make accurate and timely decisions.
• Managing a Quality Service – Deliver a quality service to customers while continuously improving performance.
• Communicating and Influencing – Communicate clearly and effectively with a range of audiences.
• Working Together – Build effective working relationships with colleagues to support mutual goals.

Stage one: To apply, click on ‘Apply now’ and complete the online application form. You will need to submit: Responses explaining how you meet the 2 behaviours – Making Effective Decisions and Managing a Quality Service (maximum 300 words per answer in the spaces provided).

Please note: You are required to submit answers to the 2 behaviours as stated above; applicants who do not do so, will not be considered. We reserve the right to invite candidates to participate in a telephone interview prior to being further assessed. Responses exceeding 300 words per behaviour will not be considered. We would strongly recommend that your statement is written in the STAR format (Situation, Task, Action & Result) and preparing your answers using software such as MS Word or Google Docs, and then uploading the file. We strongly advise you review our policy on responsible use of AI in the application process. RoS may check answers with an AI detection tool and will contact you for a pre‑screening call to verify your responses.

Candidates who submit the application form addressing the two key behaviours will be invited to complete an online Situational Judgement Test. The test takes approximately 30–40 minutes to complete and should be completed in one sitting. Candidates will have one week to complete the test. In cases where multiple candidates achieve the same score on the Situational Judgement Test, the behavioural‑based questions you have answered will be used to support further shortlisting. In the event that multiple applicants have achieved the same score, we will sift using the lead behaviour: Making Effective Decisions.

Stage Three – assessment: If successful at application stage, you will be invited to an in‑person interview in our Edinburgh office (Meadowbank house, 153 London Road, Edinburgh, EH8 7AU) which will include the following: Behaviour based interview, consisting of 4 questions on the behaviours stated above.

Closing date: Sunday the 7th of September at 23:59

Initial application sift: Week commencing the 8th of September

Situational Judgement test issued: 10th of September

Situational Judgement test deadline: 17th of September

Invites to assessment: 22nd of September latest

Interviews: Week commencing 29th of September (though this is subject to change)

Feedback: Feedback will only be provided if you progress to interview stage. We may be able to also issue candidates who have completed the situational judgement test with a report, though this is subject to confirmation.

Reserve List: In the event that further posts are required, a reserve list of successful candidates will be kept for up to 12 months.

Nationality and immigration status: In general, only nationals from the following countries (and associations of countries) are eligible for employment in the Civil Service: the United Kingdom, the Republic of Ireland, and the Commonwealth. EU nationals (with settled or pre‑settled status), certain EEA nationals, Swiss and Turkish nationals are also eligible for employment. Detailed provisions on determining eligibility on the grounds of nationality and, where relevant, immigration status can be reviewed here.

As a proud member of the Disability Confident Scheme, we welcome applications from disabled candidates. RoS is a diverse and inclusive workplace, and we want to help you demonstrate your full potential whatever type of selection process is used. To learn more please see our EDI strategy.

As part of the application process, we would like to invite you to please complete our diversity monitoring form. This information is not shared with recruitment panels. If you require any adjustments to our recruitment process, please let us know via resourcing@ros.gov.uk. Please see this page for more information on adjustments.

Further information: For further information relating to RoS, including: Additional details on pay & benefits, The Civil Service Code, Complaints process, Use of AI in the application/recruitment process, Additional information page online. If you have any questions, please contact talent@ros.gov.uk.