£25,350 - £27,687

Contract type:

Contract Permanent


Full time


0131 6246298

Administrator - Chief Operating Office


At least 50% of the time will be spent supporting the Chief Operating Officer (COO). You will also provide COO LT assistance as required, with specific support to the Director of Finance and Director of HR. This role is essential to enable the smooth and efficient running of the COO LT.

The Chief Operating Officer is a member of the NGS Leadership Team. The COO LT have responsibility of overseeing Finance, HR, Visitor Services, Security, IT, Estates, Procurement and Health & Safety together with responsibility for a range of change and improvement projects across NGS.

Summary of role responsibilities aligned to the Chief Operating Officer:

• The duties of this role are wide ranging; from arranging and co-ordinating key meetings to supporting the COO-LT to issue high quality management information to LT and the Board of Trustees.
• Assisting the Chief Operating Officer in the exercise of their duties and responsibilities, helping to plan and fulfil their daily programme. The tasks are varied; from extensive diary and email management, organising meetings and minute taking to collating presentations and drafting correspondence.
• Organising the COO Programme Group and Programme Steering Board. This involves finalising the agenda, receiving, and collating papers and producing the minutes.
• With support from the COO, you will make decisions on daily work priorities and solve problems. The ability to work under pressure, flexibly and with professionalism are essential. This busy role will require a high level of interpersonal skills, diplomacy, and confidentiality. As the first point of contact you will be required to be well informed, and helpful to our key stakeholders

Other duties include:

• Managing and actioning routine correspondence, prioritising emails and identifying actions with and without supervision from the COO and others.
• Report co-ordination. Ensuring reports are prepared on time by the relevant parties and that you collate information effectively.
• Providing project support, including tracking actions, organising meetings, and carrying out research to help develop project plans.
• Organising travel arrangements, events, hospitality, and meeting and greeting guests.
• Co-ordinating and attending meetings, taking minutes where required and monitoring deadlines.


The following range of knowledge, skills and experience is required. Please take note of these and make sure they are reflected in your application. Short-listing for interview will be based on meeting these requirements.

Knowledge and Experience
• Minimum 2 years’ previous experience providing high level Administration and PA support to Senior Management.
• Professional approach to successfully communicate and interact with internal colleagues and external stakeholders.
• Proven experience of diary management along with meeting strict deadlines and multitasking.
• Experience of working with little supervision, using own initiative to make appropriate decisions/problem solve.

Skills and Abilities

• Excellent IT skills (minimum intermediate level) – MS Office including Excel, Word, Outlook, PowerPoint, OneDrive, and Teams.
• Strong organisational skills and ability to prioritise busy workload, plan ahead, identifying and raising potential issues in advance.
• Excellent literacy skills with ability to draft and proof-read emails/documents with meticulous attention to detail and accuracy.
• Outstanding communication skills and excellent telephone manner.
• Proven ability to deal with confidential information appropriately.


The National Galleries of Scotland (NGS) is home to one the world’s finest collections of art, which ranges from the Middle Ages to the present day. Our spectacular buildings house the world’s greatest collection of Scottish art, and a world-renowned collection of Scottish and international photography, welcoming many visitors to our three principal sites in Edinburgh: the Scottish National Gallery, the Scottish National Gallery of Modern Art, and the Scottish National Portrait Gallery. The National Galleries of Scotland aims to preserve, display, and augment the collections for the enjoyment and education of the widest possible public and to maintain NGS as a centre of excellence. With a high national and international profile, we are one of Scotland’s leading cultural institutions partnering with a wide variety of organisations across Scotland the world.

At NGS, we are committed to looking at how we operate as well as how we engage with our visitors and communities. We want to play our part in tackling the Climate Emergency. We will ensure Equality, Diversity, and Inclusion (EDI) is embedded across our organisation, ensuring everyone feels a sense of belonging and can be themselves.


Salary: £25,350 - £27,687 per annum (2021-22 pay structure)

Starting salaries will normally be at the minimum or at a rate that reflects qualifications and/or experience which are of special value for the post, and which are above minimum entry requirements.

Hours: Full time 42 hours per week (inclusive of 1 hour paid meal break)

Location: The Gallery of Modern Art Two, Belford Road, Edinburgh.
The successful candidate will have the option of working flexibly; a mixture of onsite (approximately 3 days per week) and home working.

Annual Leave: 25 days per annum (this moves to 30 days after 5 years continual service) plus 11.5 public and privilege holidays per annum.

Pension: Civil Service pension provisions enables the National Galleries of Scotland to offer a choice of occupational and stakeholder pensions, giving you the flexibility to choose the pension that suits you best.

Please note the closing date for applications is Wednesday, 17 August 2022

Please apply directly at

Museum Website: