Main purpose of job:

This role will join a three-person team leading on all aspects of the Scottish Government Office Canada’s finance, communications and social media as well as carrying out office management tasks and supporting the Deputy Head of the office.

The jobholder will be responsible for proactively monitoring spend and advising on financial processes, ensuring that all budget requirements are completed to deadlines. The jobholder will also manage communications and content creation for Instagram and Twitter/X, and act as office manager, delivering administration and ad hoc logistical support to the team.

Roles and responsibilities:

Communications and research support (40%):

• Create engaging visual content including reels, relevant to Scottish-Canadian interests, suitable for Twitter/X and Instagram.
• Schedule and research relevant tweets and Instagram stories for the upcoming month ahead of key calendar dates and office events and activity.
• Liaise with key partners including VisitScotland and other organisations to coordinate social media activity and sharing of content across channels.
• Carrying out weekly media monitoring on behalf of the office and conduct research and information gathering for the office.

Budget lead (30%):

• Monitor spend in the Scottish Government Canada Office’s budget, proactively highlighting overspend and underspend.
• Act as main point of contact for the Scottish Government Canada Office with corporate services teams in Scotland and locally in Ottawa on all budget issues and provide advice on financial processes to the Scottish Government Canada Office.
• Send monthly budget returns to corporate services team in Scotland to accurately outline office spend to date, explaining any variances.
• Process all invoices in a timely manner and carry out journals as required between budget lines.
• Update budget guidance and answer ad hoc returns/requests.

Operations lead /office manager (30%):

Proactively lead on management of the office, which includes but is not limited to:

• Setting up calls, managing the Scottish Government Canada Office’s generic email inbox and ordering office stationery and equipment.
• Management the Scottish Government Canada Office’s Teams site, ensuring it is organised, up to date and documents are filed in a logical way.
• Management of the central databases, stakeholder lists, activity tracker and ensuring they are kept up to date.
• Provide logistical support at events (in person and virtual).

Resources managed (staff and expenditure): 

No staff management responsibilities. The role includes day to day monitoring and reporting of the office budget.

• Corporate or government communications experience, with the proven ability to produce social media content and manage multiple channels.
• Able to work within guided parameters, used to demonstrating sound judgement as well as knowing when to escalate issues and seek advice.
• Skilled in using Excel and ability to learn how to use different operating systems.
• Ability to manage complex budgetary procedures and reconcile expenses to set deadlines.
• Ability to be flexible, prioritize requests and adapt positively to feedback.
• Ability to lead and progress pieces of work independently and proactively, as well as being a good team player.
• Proficient in communicating effectively and transparently with team members.

Language requirements: 

Language: English and French

Level of language required:  French – working knowledge with ability to process information from French speaking vendors and draft social media content in French.