Receptionist​/Administrator

No two days are quite the same for a Receptionist/Administrator at Rock Trust. You’ll be the friendly face of the organisation, welcoming visitors, answering calls and enquiries, while providing essential administrative support to colleagues across the charity. From managing meeting rooms and post to ordering supplies, updating records and helping with events and projects, you’ll play an important role in keeping the office running smoothly.

You’ll need to be organised, approachable and happy to turn your hand to whatever the day brings. There will be plenty of routine administration, but also unexpected requests, problems to solve and opportunities to support colleagues. Most importantly, you’ll be part of a team whose work behind the scenes helps Rock Trust focus on what really matters – supporting young people.

• Location 55 Albany Street,
  Edinburgh,
  EH1 3QY
• Department People & Business Support
• Contract Type Permanent - 35 hours per week
• Salary/Pay £24,552.01 - £25,043.05 per annum (depending on experience)
• General reception duties, such as answering and transferring calls, recording queries, opening and filing of post, and welcoming guests.
• Monitor and action incoming emails in a shared mailbox.
• Assisting all departments with administration support, when required, including supporting the People and Business Support Team with HR, Health & Safety, Volunteer and Learning & Development administration.
• Be responsible for the coordinating and monitoring of “good housekeeping” for Head Office including but not limited to recycling, PPE conducting regular stock takes and procurement of supplies and necessary items for Head Office.
• Organise events/meetings by booking rooms, catering, organising speakers and/or resource packs.
• Working with the People and Business Support Manager and Property Team on the coordination of suppliers, maintenance support and acting as a point of contact – where necessary
• Support recruiting managers with any issues on the HR System during the recruitment stage.
• Work with recruiting managers on the organisation and set-up of interviews, ensuring acknowledgement and unsuccessful responses are sent on time to candidates.
• Manage and maintain the HR, L&D and Volunteer databases.
• Manage and record PVG applications for staff and volunteers.
• Work with the Business and Facilities Lead on completion of on-boarding/offboarding paperwork, including but not limited to, adding/removing starters/leavers from all databases and systems, Lone working App, Occupational Health, mandatory training and references.
• Minute taking including confidential meetings, where appropriate.
• Managing allocated databases, ensuring information is inputted correctly and maintained.
• Generating monthly/quarterly reports to feed into the organisation’s People & Business strategies.
• Support the Senior Management Team with general administration and meeting support, where required.
• Support the People and Business Support Manager andHR Officer with the implementation of the People, Volunteer and Learning and Development Strategies.
• Work to a standard compliant with the data protection act.
• Support the Business and Facilities Leadwith ad hoc projects, organising ordering and set up of resources.
• As part of the Business Support Team, support and promote the activities of Rock Trust and contribute significantly to building a high performing organisation.
• Nurture a culture of Respect, Safety, Positivity and Fairness, that allows our colleagues to thrive, take appropriate risks and learn from mistakes.
• Identify and make recommendations for improvement to contribute to the continuous operational improvement of the organisation.
• To actin accordance with
  
  Rock Trust values.
• To work with senior managers and the Board of Trustees.
• To undertake…