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- Tasks: Support Ministers by managing diaries, correspondence, and logistical arrangements.
- Company: Join the Scottish Government's Ministerial Private Office team.
- Benefits: Gain a relevant SVQ qualification while receiving mentorship and support.
- Other info: Permanent position with opportunities for professional growth.
- Why this job: Experience high-level decision-making in government and develop essential skills.
- Qualifications: Open to substantive A4 employees with relevant skills and experience.
The predicted salary is between 22000 - 24000 £ per year.
We’re looking for talented people to join us in the Ministerial Private Office division as Assistant Private Secretaries (APS). Assistant Private Secretaries provide a pivotal role within Private Office through management of all correspondence, Ministerial diaries, administration and logistical support for Ministers; playing a vital role in supporting the Scottish Ministers’ schedules; and managing communication channels with the wider Scottish Government and external stakeholders. Time spent in Ministerial Private Office will mean that you learn and understand the intricacies of Parliamentary and Cabinet business whilst observing decision making at its highest level in Government.
This is a Modern Apprenticeship opportunity, throughout the first 12 months the successful candidate will be expected to gain a relevant SVQ qualification. Support will be provided by an internal assessor who will work with you on a monthly basis with time given to work on your qualification. We will invest in your potential by supporting your development and giving you opportunities to stretch in post.
Responsibilities- Coordinate all diary requests, liaising with the Private Office team, communications colleagues, Special Advisers, policy teams, and external stakeholders to ensure effective scheduling and prioritisation.
- Oversee meeting arrangements, including logistical support and commissioning of Ministerial briefings.
- Maintain the Ministerial Database, process expenses, and handle purchasing activities for the Private Office via Oracle.
- Organise Ministerial travel in collaboration with the Scottish Government’s travel provider.
- Handle Ministerial correspondence, determining appropriate response types, prioritising incoming and outgoing communications, and ensuring quality assurance in partnership with policy colleagues.
- Administer the Parliamentary Question process, working with Special Advisers to compile briefings for potential supplementary questions under tight deadlines.
- Coordinate Cabinet papers, ensuring timely and comprehensive briefing preparation for the Minister.
This role is a permanent level transfer position.
How to ApplyApplications for this position will only be accepted from substantive A4 employees. Please submit a statement outlining your suitability for the role, relevant skills and experience, and what you would bring to the team (maximum 500 words). Please be advised this vacancy is open only to Priority Movers.
Selection ProcessAll candidates will be invited to an informal discussion with the Hiring Manager. Informal discussion dates tbc.
Further InformationIf you have specific questions about the role, please contact kevin.mcarthur@gov.scot. Read our Candidate Guide for further information on our recruitment and application processes.
Assistant Private Secretary - A4 employer: Scottish Government
Contact Detail:
Scottish Government Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Assistant Private Secretary - A4
✨Tip Number 1
Get to know the ins and outs of the role! Research what an Assistant Private Secretary does and how they support Ministers. This will help you speak confidently about your understanding during any discussions.
✨Tip Number 2
Network like a pro! Reach out to current or former APSs on LinkedIn or through professional networks. They can provide insider tips and might even give you a heads-up about the informal discussion with the Hiring Manager.
✨Tip Number 3
Practice makes perfect! Prepare for that informal chat by rehearsing answers to common questions about your skills and experiences. Think about how your background aligns with the responsibilities listed in the job description.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets seen. Plus, we love seeing candidates who take the initiative to engage with us directly.
We think you need these skills to ace Assistant Private Secretary - A4
Some tips for your application 🫡
Be Clear and Concise: When writing your statement, make sure to get straight to the point. We want to see your skills and experience clearly laid out, so avoid fluff and keep it relevant to the role.
Show Your Enthusiasm: Let us know why you’re excited about this opportunity! A bit of passion can go a long way in making your application stand out. Share what draws you to the Assistant Private Secretary role and how you can contribute.
Tailor Your Application: Make sure to align your skills and experiences with the responsibilities listed in the job description. We’re looking for specific examples that demonstrate your ability to manage correspondence and support Ministers effectively.
Proofread Before Submitting: Typos and errors can distract from your message. Give your application a good read-through or ask someone else to check it for you. We want to see your best work, so let’s make sure it’s polished before hitting send!
How to prepare for a job interview at Scottish Government
✨Know Your Role Inside Out
Before the interview, make sure you thoroughly understand the responsibilities of an Assistant Private Secretary. Familiarise yourself with diary management, correspondence handling, and logistical support for Ministers. This will help you demonstrate your knowledge and enthusiasm for the role.
✨Showcase Your Communication Skills
As this role involves liaising with various stakeholders, be prepared to discuss your communication style. Think of examples where you've effectively managed correspondence or coordinated with different teams. Highlighting your ability to prioritise and ensure quality assurance in communications will impress the interviewers.
✨Prepare for Scenario Questions
Expect questions that assess how you would handle specific situations, like tight deadlines or conflicting diary requests. Practise articulating your thought process and decision-making skills. Use the STAR method (Situation, Task, Action, Result) to structure your responses clearly.
✨Express Your Willingness to Learn
Since this is a Modern Apprenticeship opportunity, emphasise your eagerness to gain the relevant SVQ qualification. Discuss how you plan to utilise the support provided by the internal assessor and how you see this role as a stepping stone for your career development within the Scottish Government.