Administrative Assistant

Venesky-Brown’s client, a public sector organisation with offices in Edinburgh and Glasgow, is currently looking to recruit an Admin Officer for a 12 week contract on a rate of £16.80 - £18.27/ hour (PAYE).

• Support the team with day-to-day diary and inbox management and meeting coordination, ensuring a smooth flow of information and sending/receiving relevant documents/other information.
• Maintain department databases and ensure all electronic filing is kept up to date.
• Raise purchase orders, travel requests and utilising all corporate solutions for booking venues when required.
• Update the Programme’s website, and draft, design and distribute e-Newsletters.
• Work proactively to review the team’s administrative processes, procedures and practices, identifying and implementing improvements to enhance efficiency and effectiveness.
• Collate and evaluate information gathered via forms, reports and other sources.
• Support the effective planning, organisation and hosting of meetings and events.
• Demonstrable experience in an office administrator role or equivalent including travel and diary management, dealing with correspondence, preparation of meeting papers and general administrative duties.
• Experience of taking minutes and report writing.
• Experience of raising purchase orders and dealing with invoices.
• Experience of working both independently and as part of a team, whilst balancing a range of competing priorities.
• Experience of supporting team meetings, webinars, events and/or conferences online.
• Ability to work with minimal supervision; to plan and prioritise own workloads, and that of your team; and to meet deadlines
• Flexible approach to learning and problem solving
• Commitment to own personal and professional development, and that of your team
• Excellent organisational skills with the ability to manage the time of self, prioritising tasks to meet challenging deadlines.
• Ability to be flexible and manage competing demands
• Highly effective communicator (written and verbal communication skills)
• Strong analytic skills
• Excellent attention to detail
• Highly developed customer service skills, with a helpful, flexible attitude
• Understanding of the need for accuracy and attention to detail
• Ability to respond to confidential and sensitive situations with confidence and discretion, utilising tact, diplomacy, and persuasion skills when necessary
• Supervisory skills and experience including coaching and/or mentoring of team members
• Proven expertise in using Microsoft 365, in particular Teams, Word, Excel, PowerPoint and Share Point
• Fast and accurate keyboard skills
• Ability to meet the travel requirements of the post
• HND/Advanced Diploma level qualification with in-depth experience

or

• SCQF Level 8 equivalence obtained via Professional Development Awards;
  Technical Apprenticeships; and SVQs
• Experience in events management including liaison and coordination of venue and speakers
• Experience of updating and maintaining website content
• Experience of co-ordinating e-Newsletter development via platforms such as Mailchimp
• Experience of working within project management environments, planning and organising a variety of tasks, including involvement in multiple projects and programmes of work
• Experience of working within a similar environment
• Experience of working flexibly in complex/sensitive environments where the parameters of the job are not necessarily clearly defined
• Ability to edit video and audio resources.
• Ability to use Canva for design work e.g., designing leaflets / promotional flyers.
• Ability to proactively manage and action a broad range of complex enquiries; including delegation/ allocation of work and ensuring follow up action is taken
• Sound understanding of the application of GDPR to the storage and use of participant information and data privacy