Job Description Community Pharmacy Scotland

Business Support AssistantAudit and Services Team

Audit and Services
Reports to: Operations Manager
Named Data Protection Officer
Edinburgh (Hybrid)
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Overall Purpose of the Job

To provide efficient and responsible services to support the working of the CPS team and CPS members, and to support the provision of efficient and responsible services to members and staff.

Principal Accountabilities

Lead and deliver accurate payroll, accounts administration and financial record-keeping, ensuring timely production and reporting of financial information.
Maintain organisational governance frameworks, records and policies, ensuring compliance with statutory, regulatory and data protection requirements, including acting as named Data Protection Officer. Support and monitor adherence to Health and Safety requirements and associated documentation.
Lead the end-to-end administration of Board, Council and committee activity, including scheduling, preparation and distribution of papers, and production of accurate minutes and records.
Provide proactive and responsive operational support to the organisation, including administration, digital tools, and effective management of systems, records and documentation.
Plan, coordinate and deliver corporate events and stakeholder engagements, ensuring high-quality execution and alignment with organisational priorities.
Coordinate and contribute to organisational projects and continuous improvement initiatives. Support recruitment and onboarding processes, ensuring all documentation and induction requirements are delivered effectively.

These key tasks are not intended to be exhaustive, but they highlight a number of major tasks that the post holder may be reasonably expected to undertake.

Job Challenges

Maintaining at all times the standards required for the position of Business Support Assistant.
Delivering and supporting all governance and administrative duties, ensuring the smooth running of the office both in person and remotely.

Job Knowledge, Skills and Experience

Core Requirements

Educated to SQA Higher level or equivalent, as demonstrated by previous experience.
Experience in Board minute taking.
Effective organisational skills and a willing communicator.
Willingness and ability to make decisions, and problem-solving skills.
Knowledge or experience of Sage Payroll and Accounts or other finance systems.
IT skills, including working knowledge of Microsoft Office.

Knowledge

Essential

Finance management and accounts systems Administrative processes and office systems

Desirable

Sage Payroll and Accounts Health and safety and policy frameworks

Skills

Essential

Written and verbal communication Minute taking Problem solving and sound judgement

Desirable

Identifying process improvements Virtual meeting platforms

Experience

Essential

Business support and administrative roles Event, travel and meeting coordination

Desirable

Supporting organisational projects Governance or membership organisation

Behaviour

Essential

Flexible and adaptable Collaborative team player

Desirable

Confident decision-making Proactive and versatile

Additional Comment

Every job description in the organisation will be subject to a review either:

On an annual basis at the time of the annual appraisal meeting, where performance indicators will also be reviewed, or
As a result of a change in strategic direction, or
As a result of team or operational requirements, or
As a result of agreed performance appraisal needs and objectives, or
Within six months of appointment.

This job description will be subject to ongoing review to ensure all roles are reflective of organisational priorities. It is a guide to the nature and main duties of the job as they exist currently, and is not part of the contract of employment.