Reception Administrator

Overview

Space is a community anchor organisation supporting people and their families in South West Edinburgh.

We are looking for an experienced and enthusiastic administrator to join our team at the community hub. The Reception Administrator is a key member of the Facilities Team and the face of the organisation, ensuring a welcoming and safe environment for staff and visitors.

• Provide a warm and friendly welcome to all hub visitors.
• Handle incoming calls, emails and mail, managing enquiries efficiently and directing them to the appropriate person.
• Manage room bookings from enquiry to completion, liaising with clients to meet their specific needs and maximise sales opportunities.
• Support staff and volunteers with administration and IT tasks, continually monitoring systems to ensure efficiency and cost control.
• Plan rota for the Facilities Team to maintain appropriate staffing levels for building safety and operation.
• Provide on‑the‑job supervision and training to reception staff and volunteers.
• Maintain office equipment and supplies, managing contracts with suppliers.
• Coordinate site visits by contractors for repairs and maintenance, ensuring adherence to relevant policies and insurance requirements.
• Engage with and build relationships with the local community, individuals and organisations, to promote services.

• Minimum of 2 years of experience in a busy administrative role.
• Excellent digital skills – confident use of Microsoft Word, Excel, Outlook, SharePoint and Teams.
• Good grasp of basic digital equipment functionality and problem‑solving, including mobile phones, laptops and printers.
• Clear communication and interpersonal skills; able to connect with people on all levels across the organisation and with stakeholders.
• Positive can‑do attitude, proactive in taking on challenges and managing workload with minimal supervision.
• Calm and patient manner, maintaining a cool head when managing competing priorities and showing respect to all people, regardless of background.

Monday–Friday, 9:00‑17:00. The role is four days per week with flexibility over the days worked, but must include a Monday and a Friday. Occasional evening and weekend work may be required to facilitate events.

• Dynamic work environment with varied daily tasks and opportunities for learning and development.
• Inclusive and diverse culture that values every individual.
• Collaborative team that supports each other to succeed and values relationships alongside results.
• Opportunities to contribute to community projects and see the impact of your work.