Executive Support Officer; Governance - C Grade

Job Title:  - Executive Support Officer (Governance) | Grade: C | Vacancy Type:
Permanent |

Location:

Flexible - any Nature Scot office (home or hybrid working considered) |

Hours:

35 | Salary: £33,312 | Closing Date:
Midnight 21st December 2025 | Internal Interview Date: 14th January 2025 | External Interview Date: 28th January 2025

Job Purpose

Summary:

This is a fast paced and demanding role within the Executive Office requiring the ability to work on multiple tasks simultaneously, supporting the Governance Support Manager to deliver a professional support service to the Board, Audit and Risk Committee, Senior Leadership Team (SLT), and Head of External Affairs. The position carries a high degree of responsibility for decision‑making (some autonomous), influencing and provision of advice, all requiring tact, diplomacy and political acuity.

You must be highly organised with an exacting eye for detail and accuracy, proactive and resilient, able to work effectively with other members of the team and a wide range of staff at all levels in Nature Scot.

• Forward Planning: With a high degree of accuracy, maintain the Board, SLT and Audit and Risk Committee forward programmes of business and advise on issues or opportunities to the Governance Support Manager, Chief of Staff and Head of External Affairs. Manage and coordinate the Head of External Affairs' diary, proactively resolving any conflicts or issues to make best use of available time.
• Email Management: Manage the group Executive Office mailbox, taking effective and considered action or delegating as required. Monitor and manage the Head of External Affairs mailbox at regular intervals daily, anticipating, interpreting and acting on their behalf as required. Monitor and manage any follow up actions that have been delegated.
• Dealing with correspondence in all forms (some of which is highly sensitive): Maintain an efficient and effective system for dealing with emails, MS Teams messages, phone calls, and letters. Identify key leads and proactively arrange/track responses and deadlines, using judgement on what needs to be added to corporate record and casework management systems.
• Meetings and event arrangements: Organise internal/external meetings and site visits, often with senior/high profile attendees. Oversee the logistical arrangements including travel and accommodation, and coordinate with internal/external parties on agenda topics. Tracking, producing and receiving Board, SLT and ARC meeting papers, and QA action before producing electronic meeting paper packs using non‑standard software. Formal minute/action point taking for the Audit and Risk Committee requiring a high level of detail and accuracy, producing the document promptly.
  
  Capturing and tracking of decision/action points from SLT meetings when covering for the Governance Support Manager. Liaise with Board or Senior Leadership team members to arrange attendance where required.
• Specific briefings for meetings: Manage the briefings process for the Board and SLT, advising on and issuing commissions with appropriate authors, tracking and ensuring these are completed with sufficient quality and in good time.
• Networking with key internal & external contacts: Develop knowledge of, and good working relationships with Directorate and other support teams within the organisation, as well as external contacts of the Board and SLT. Advise and influence contacts on how to best enable the Board and SLT to make decisions or provide direction.
• Board and Operational Budget Management: Keep an accurate record of budget forecast and spend, advising the Chief-of-Staff monthly and taking Business Planning portal action as needed.
• Intranet, Internet and Electronic Records Document Management: Maintenance of Executive Office sponsored intranet and website pages, liaising with Communications colleagues as required to update information, which will include maintaining the Board Register of Interests. Provide Records Liaison Officer service to the Executive Office.
• Foreign Travel Coordination: Ensuring that annual foreign travel insurance is in place for Nature Scot and provide QA and…