Facilities Admin Assistant

The Facilities Team acts as a crucial support system for Shepherd and Wedderburn, ensuring the smooth running of the office by providing a range of support services. Within this team, the Client Services Assistant is responsible for updating and maintaining the online travel booking system, travel requirements, database management and receptionist/telephonist daily cover.

The Client Services Assistant will be required to work between both our Glasgow and Edinburgh sites depending on department needs. The ability to travel between is essential.

Role Responsibilities

• Manage and maintain the online travel booking system.
• Assist in the training of required staff on travel booking system and switchboard systems.
• Ensure travel booking system procedures are written and maintained.
• Maintain facilities finance database, reviewing invoices for line manager to authorise.
• Fully utilise the telephone system.
• Provide reception cover when required.
• Assist with any seminars or events where appropriate.
• Assist with enquiries from internal and external clients.
• Keep up to date with colleague changes/moves/references.
• Note who to route calls to during absences and diverting phones if necessary.

HR Contact

If you would like further information on the role or require accommodations to make your application please contact

At Shepherd and Wedderburn we strive to provide a supportive, inclusive and high performance working environment, where everyone feels they belong. Diversity and inclusion is at the heart of our business and we therefore welcome applicants from different backgrounds to all levels of the organisation. To foster inclusivity we particularly encourage applications from those who may be from underrepresented groups, including candidates from Black, Asian and minority ethnic backgrounds, LGBT+ people, people with disabilities or who are neurodivergent and those from lower socio-economic backgrounds.

GDPR

Shepherd and Wedderburn is committed to protecting the privacy and security of your personal information that we collect as a “data controller”. The information provided by you will be processed in accordance with our GDPR Privacy Notice for Applicants and Work Experience Students. If you are successful in obtaining paid employment with us, we will hold your information in accordance with our Privacy Notice and Data Retention Policy for Personnel, which will be provided to you at the relevant time.

We will process the information you provide solely for the purpose of evaluating your application for employment. The information will be disclosed to the interview panel (if relevant), your line manager (if appointed), and Human Resources staff members. We may contact any references provided for the purposes of discussing your application, and will ask your permission before doing so.

If you provide any information deemed to be “special category” information under the General Data Protection Regulation, we may use this as follows:

• We will use information about your disability status to provide appropriate adjustments to the interview process.
• We will use any information provided in our diversity monitoring form about your race, colour, nationality, ethnic or national origin, gender identity, gender expression, social mobility background, religious beliefs, sexual orientation, any disability information, age, and marital/civil partnership status to ensure meaningful equal opportunity monitoring and reporting. Any analysis of this data will be done on an anonymous basis.

Should your application be unsuccessful, the information provided will be deleted within 1 year of a decision not to progress your application.