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Job Title: Office Manager

Ref: IRC85314IO
Applicant: Ruby Keddie
Online Application ID: 384455
Closing Date: 10 November 2020 at midnight

Personal Details

Prior to completing this Internal Application Form you should ensure that you meet with the Eligibility criteria of the Scottish
Government's Recruitment Policy.
You must also have discussed this with your line manager and have their approval that, if successful, you can be released within the
specified period.
Surname Keddie
Middle Name: Bassey
First Name: Ruby
DG/Agency DIRECTOR-GENERAL ECONOMY
Directorate DIRECTORATE FOR EXTERNAL AFFAIRS
Division DEA : DIRECTOR OF EXTERNAL AFFAIRS
Contact Address (Room Building) Int Strategy and Reputation team
3 – C North, Victoria Quay
Edinburgh EH6 6QQ
Ext-47576
Telephone Number 0131 244 7576
Email address ruby.keddie@scotland.gsi.gov.uk
Employee Number: 419234
Grade: A4
Are you applying on Promotion? Yes

Working Pattern (this will not be seen by the recruiting manager)

Do you wish to work full time or part time: Full-Time


If you wish to work part-time or another non-standard full-time work pattern, please provide details

Disability (You need not answer these questions unless you wish to do so.)

The Scottish Government is a Disability Confident Employer, we will invite to interview and further assessment, all candidates who
consider themselves to be disabled in terms of the Equality Act 2010, and meet the minimum criteria for the post.
Do you claim a guaranteed interview No
(assessment) if you meet the minimum
criteria
Further guidance in relation to the meaning of disability is accessible on the Equality and Human Rights Commission website
http://www.equalityhumanrights.com/
If you consider yourself disabled and are invited to sit a test or attend an interview would you like any particular reasonable
adjustments or arrangements to be considered? If so please give details below:

Employment History

Please give details of your current and previous employment (Last Three Posts) Start with your current or most recent employer.
Directorate/Division/Branch or, if external, DCEEA/International Strategy and Reputation
name of employer
Grade A4
Job Title Office Manager

Mrs Ruby Keddie, Job Reference: IRC85314IO Page 1 of 5


Please describe a brief description of your duties (maximum 100 words)
.

o Lead on management support systems


o Provide logistical support for colleagues in organising events and visits.
o Be the initial point of contact for incoming mail, email correspondence, providing an initial response to inquiries
o Manage the Gift log and pin badges.
o Financial monitoring, reconciliation, co-ordination and provide logistical support to team here and Washington/Canada.
o Cover of corporate roles (IMSO & TLO) and support for learning and development across the DG/Directorate.
o Assist in the preparation of catering schedules, visitor requirements and meeting rooms.
o Occasional drafting of MACCS and PQs and briefings.
o Provide general administrative and business management support

Directorate/Division/Branch or, if external, Historic Scotland


name of employer
Grade A4
Job Title Agency Cashier
Please describe a brief description of your duties (maximum 100 words)
Agency Cashier- Prepare weekly payment runs for payments to external suppliers and BTR to other govt depts. Processes all income
received by cash, cheque, credit card, Internet sales or transfer into our bank account and process emergency/foreign/CHAPS
payments. Transfer monies between RBS & GBS at least weekly, year-end and Purchase Ledger payment run commitments. Issue
seasonal cash floats, bank returned floats & update FMIS by journal. Produce manual Payable Orders and CHAPS payments. Deal
with purchase ledger queries from external suppliers & internal business areas. Collate & issue monthly payment performance
statistics for Agency. Collate figures for Annual Accounts.

Directorate/Division/Branch or, if external, NEW REGISTER HOUSE


name of employer
Grade A3
Job Title ADMINISTRATIVE ASSISTANT
Please describe a brief description of your duties (maximum 100 words)
Dealing with postal applications, payments and imputing details onto computer. Searching documents and investigating of outstanding
records. Replying to all enquiry letters received from the public, filing, answering telephone enquiries and general administration duties.

Selection Criteria – Essential/Desirable Criteria

Please use this space to provide evidence of how you meet the essential and desirable criteria (maximum 300 words). You may want
to use the STARR approach when giving examples. (Situation, Task, Action, Result, Reflection)
Note: Applications are sifted against the essential criteria, the competencies will be tested at interview stage.
Essential Criteria 1
Please use this space to provide your evidence against the first Essential Criterion listed in the advert. You may wish to use the
STARR approach (Situation, Task, Action, Result, Reflection). (300 word limit)
Situation:
In my role as office manager, I must ensure that diaries, travel, finance and logistics are organised often with competing deadlines. I
also provide resilience support assisting other members of the team when it is required.

Task:
In 2019 I was given additional duties such as updating guest lists for a China Strategy event, coordinating logistics for the Minister’s
visit to India, organising and setting up programmes for colleagues visiting Scotland and drafting Ministerial Correspondence.

Action:
I immediately reviewed my workload ranking tasks in order of importance and urgency and I agreed my plans with my line manager.
My first priority was booking the hotel in India because we were close to missing a key deadline and the visit was in few weeks.

Conscious of the time difference, I requested the hotel bills in local currency and in advance. I issued payments promptly and met our
targets of 10 days deadline to comply with Scottish Government payment standard. I then updated the China Event guest list
spreadsheet and distributed to colleagues in Scotland and Beijing ahead of schedule as the invites needed to be issued imminently.

I sought advice from a colleague on effectively prioritising Ministerial Correspondence, and subsequently sought contributions early to
ensure all deadlines were met. I was adaptable and re-scheduled some of my less urgent tasks. When I was awaiting replies, I spent
time learning, coaching and arranging training sessions on Diversity to the Directorate.
Mrs Ruby Keddie, Job Reference: IRC85314IO Page 2 of 5
Result/Reflection:
I worked closely with colleagues, ensuring I maintained flexibility and by being organised and adapting to changing priorities I was able
to ensure that all tasks were completed on time and to a good standard. My colleagues gave me positive feedback which helped me
develop skills in other areas. The Ministerial visit to India and the China event went well.
Essential Criteria 2
Please use this space to provide your evidence against the second Essential Criterion listed in the advert. You may wish to use the
STARR approach (Situation, Task, Action, Result, Reflection). (300 word limit)
Situation:
I received an urgent call from colleagues in Canada to inform me that the newly appointed UK High Commissioner to Canada would be
visiting Scotland for the first time prior to her appointment and wanted to meet with Ministers, the Permanent Secretary and key
stakeholders such as SDI and VisitScotland.
These were key meetings as Canada is a priority country for the Scottish
Government’s international engagement.

Task:
I had responsibility for arranging a two-day programme of meetings, writing background information on Scotland’s links with Canada
and
Commissioning briefing from my network of relevant policy areas.

Action:
I phoned a colleague in the Canada office to establish the priorities and aims of the High Commissioner’s visit.
Based on these priorities I created a project plan to ensure consistent communication with colleagues.
I quickly established a good working relationship with staff in the High Commissioner’s office and clearly set out my proposals.

I regularly sought their feedback to clarify any issues, making sure that our objectives were aligned and that the final programme
reflected shared interests.
When commissioning briefings, I clearly explained in writing what was required and the deadline, addressing any issues immediately.
I collated and edited colleagues’ contributions to produce a comprehensive briefing pack for the Cabinet Secretary for External Affairs,
Ms Hyslop.

I am a skilled verbal communicator and am able to build relationships with stakeholders at all levels of seniority. I had several
productive discussions with the High Commissioner during her visit and made sure that she felt comfortable raising any concerns with
me so that I could deal with them promptly and efficiently.

Result/Reflection:
Feedback from the Canada office confirmed that the visit was a great success and that a number of useful contacts and new leads
had been generated, further strengthening Scotland’s partnership with Canada.
Essential Criteria 3
Please use this space to provide your evidence against the third Essential Criterion listed in the advert. You may wish to use the
STARR approach (Situation, Task, Action, Result, Reflection). (300 word limit)
Situation:
I was asked to assist my team in the announcement and staff engagement around the publication of the new SG India Engagement
Strategy.

Task:
I had responsibility for organising a series of internal events for SG staff to promote the new strategy and Scotland’s links with India.
This also required me to build relationships with both internal and external stakeholders.

Action:
I organised a meeting with the project manager to discuss my ideas for potential event options which could realistically be delivered
given our tight timeframe of three weeks. I then identified internal and external stakeholders who I could work with to deliver the
events. This included policy teams who would contribute to communications for the events and who I asked to suggest important
stakeholders to involve.

I built relationships with external stakeholders to book event space and caterers to provide an Indian food themed day. I worked with
policy teams to use their relationships to secure buy-in for guest speakers such as the Consul General of India and Edinburgh
University professors. I also worked with my colleagues to develop strategies to promote the events internally and externally - this
involved agreeing who would take lead on activities and working alongside Comms and Media colleagues to develop content for Saltire
and promotional material written in plain English.

Result/Reflection:
My work meant I delivered several successful events which received positive feedback from my team and the stakeholder. Following
the event I made sure to thank everyone who was involved in this project and to share the positive feedback to build relationships. I
maintained consistent communication with the project manager to ensure that our objectives were aligned throughout the project.
Essential Criteria 4
Please use this space to provide your evidence against the fourth Essential Criterion listed in the advert. You may wish to use the

Mrs Ruby Keddie, Job Reference: IRC85314IO Page 3 of 5


STARR approach (Situation, Task, Action, Result, Reflection). (300 word limit)
Situation/Task:
I volunteered to be a delegate aide at a four day International Culture Summit in Edinburgh attended by Ministers from 45 different
countries in DATE.
After our induction, it became obvious to me that we did not have sufficient information to carry out our roles fully.

Action:
I decided to set up a WhatsApp group, adding event coordinators to allow them to see and resolve issues quickly as and when
highlighted.
This proved to be a useful tool for communication throughout the Summit, used by all teams.
I was responsible for simultaneously looking after two Ministers from two different parts of the world, Sierra Leone and Wales.
I was sensitive and aware of their different cultures and customs. For example, I adapted my communication style by speaking slowly
and clearly when speaking to the Sierra Leone Minister as English is not her first language - I based this on my personal experiences.
I was polite, confident and built good relationships with the ministers and their teams.
I managed my time effectively to meet with their demands, and gave them clear instructions on the meetings times and when they
would be collected.
I took initiative and introduced the two Ministers, allowing them to make international connections. I used their full titles and gave clear
pronunciations of their names.
I facilitated connections with Scottish Ministers including our Cabinet Secretary.

Result:
The Summit was a great success. I received a personal email from my Director thanking me for being a good Ambassador for
Scotland - as one of the Ministers had sent her a recommendation letter about me.
To enhance my culture awareness I have since attended various training courses and assisted in organising training to all staff in SG to
build understanding of the Ministerial visits protocol checklist.

Applicant Declaration

I declare that the information I have given in my application is, to the best of my knowledge and belief, true and complete. I understand
that if it is subsequently discovered that any statement is false or misleading, or that I have withheld relevant information, my
application may be disqualified.
The Scottish Government is under a duty to protect the public funds it administers, and to this end may use the information you have
provided on this form for the prevention and detection of fraud. It may also share this information with other bodies responsible for
auditing or administering public funds for these purposes. For further information, see www.audit-commission.gov.uk/nfi

Eligibility Criteria

I have been recruited through fair and open competition.


I am currently employed by the Scottish Government main, its Agencies or Associated Departments or a common citizenship body and
I am eligible to apply through the internal advertising route.
I have received official confirmation that I have passed my probation period.
I am not subject to a development programme or trial period in relation to performance or attendance respectively.
I am not on a formal trial period because of my level of sick absence.
I have not been issued with a disciplinary letter with a penalty prohibiting an application for a promoted post.
Should a development improvement programme, a formal period for sick absence or disciplinary action prohibiting application
commence at any point during the recruitment process you must inform HR or the Recruiting Manager. This may result in you being
ineligible to apply.
I have discussed applying for this post with my line manager who has agreed, if successful, to release me within the specified time.
I have read the eligibility criteria and confirm that I am eligible to apply for the post.

Minimum time in post

I have completed the minimum time in post or I have my countersigning officer’s approval to move. Minimum time in post does not
apply if you are applying for posts on promotion or progression.
I have read and understood the above declaration and agree to these terms Yes
30/10/2020

Mrs Ruby Keddie, Job Reference: IRC85314IO Page 4 of 5


Diversity Monitoring

As an employer, it is the aim of the Scottish Government to become an exemplar in the field of diversity and to broadly reflect the
communities we serve. We also want to ensure that our job opportunities are open to all. To help us achieve this, it is important that we
obtain accurate and complete data from every job applicant and employee.
Although you do not have to provide this information, it would be extremely helpful if you do so, even if you only feel able to provide
some of the information requested. All information gathered will be held in the strictest confidence, accessible only to a restricted
number of HR Professionals and other staff who will require it, and in line with the principles of Data Protection Legislation. It will be
used only for the purposes of monitoring and collated data will never be published where there are numbers less than five to ensure
that individuals cannot be identified.
Date Of Birth 25/11/1967
What do you consider your National Identity to British
be?
If other, how would you describe your National
Identity?
Please select one category only, indicating the 19 African, Caribbean or Black - Other
category that best describes your Ethnic
Origin.
Please select the Religion that best applies to 04 Other Christian
you?
Sexual Orientation Heterosexual/straight
What is your Gender Female

Disability

Do you have a health condition or disability? Yes


Has it lasted or is it expected to last 12 Yes
months?
Does this have an adverse effect on your day- No
to-day activities?
The following categories best describes the nature of the health condition/disability
Visual Impairment
Glaucoma

Available Staff

I confirm that I have official “available staff” No


status (previously known as Redeployee)
agreed by HR. If I apply for a post in my
substantive grade and meet the minimum
“essential criteria” for the post, I understand I
will be invited to interview.

Mrs Ruby Keddie, Job Reference: IRC85314IO Page 5 of 5

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