Admin Assistant
Venesky-Brown’s client, a public sector organisation in Stirling, is currently looking to recruit an Administrative Assistant for an initial 6 month contract with option to extend on a rate of £15.79/hour PAYE – working 35 hours per week, 9am-5pm Monday – Friday. This role will be based in Stirling.
Responsibilities:
– Provide administrative support across all directorates, including organising and managing meetings, preparing agendas, taking minutes, and circulating relevant documents.
– Supporting the team with diary management, scheduling calls/meetings, securing suitable rooms and venues, and resolving clashes.
– Act as the first point of contact for external stakeholders visiting the organisation and maintain the organisation’s key contacts and contact book.
– Monitor and respond to enquiries received via the shared mailbox, coordinating with colleagues as required.
– Manage subscriptions, including raising associated approvals, and maintain a record of what is in place and suitable review points.
– Maintain and update records, files, and databases.
– Support HR administration, including onboarding and offboarding processes and workstation assessments.
– Manage the logistics for internal and external meetings and events, including booking rooms, issuing invitations, organising travel arrangements and any associated catering requests.
– Booking staff travel and accommodation and prepare related travel forms and purchase orders.
– Support colleagues in planning, preparing for and running events.
– Support the leadership team in developing hybrid working and shared office arrangements, including office facilities, lease management, supplier/contractor relationships, and health and safety.
– Offering administrative support to a project that looks at the organisation’s future office requirements beyond 2028.
– Provide day-to-day office support, including ordering supplies and liaising with vendors and service providers.
– Maintain a tidy and well-stocked stationery cupboard for simple and quick access to any equipment needed.
– Managing incoming and outgoing post.
– Coordinate staff learning and development, sourcing and scheduling training and conferences, and coordinating the staff induction programme.
– Carry out annual workstation assessments and manage any associated actions, ensuring staff have the equipment they require and any issues raised can be escalated to resolution.
– Manage the movement of kit and records between locations, ensuring storage inventory and asset registers are accurate and updated.
– Ensure compliance with health and safety regulations.
– Manage storage spaces, for example, the shared store cupboard and library.
Essential Skills:
– At least 3 years’ experience in a busy administrative role.
– Proven ability to support multidisciplinary teams and manage competing priorities.
– Strong organisational skills, with attention to detail and accuracy.
– Confident communicator, able to liaise effectively with colleagues at all levels and external stakeholders.
– Experienced in organising and servicing meetings, including agendas, minutes, and logistics.
– Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint) and quick to learn new systems.
– Able to work independently and collaboratively, handling confidential information with discretion.
– Experience in facilities or office management.
– Positive, proactive “can-do” attitude, happy to support colleagues wherever needed.
Desirable Skills:
– Experience supporting HR processes (onboarding, induction, training coordination).
– Familiarity with procurement or finance processes (e.g., raising purchase orders).
– Experience in a public sector or regulatory environment.
– Knowledge of office space planning, or contractor liaison.
If you would like to hear more about this opportunity please get in touch.
Responsibilities:
– Provide administrative support across all directorates, including organising and managing meetings, preparing agendas, taking minutes, and circulating relevant documents.
– Supporting the team with diary management, scheduling calls/meetings, securing suitable rooms and venues, and resolving clashes.
– Act as the first point of contact for external stakeholders visiting the organisation and maintain the organisation’s key contacts and contact book.
– Monitor and respond to enquiries received via the shared mailbox, coordinating with colleagues as required.
– Manage subscriptions, including raising associated approvals, and maintain a record of what is in place and suitable review points.
– Maintain and update records, files, and databases.
– Support HR administration, including onboarding and offboarding processes and workstation assessments.
– Manage the logistics for internal and external meetings and events, including booking rooms, issuing invitations, organising travel arrangements and any associated catering requests.
– Booking staff travel and accommodation and prepare related travel forms and purchase orders.
– Support colleagues in planning, preparing for and running events.
– Support the leadership team in developing hybrid working and shared office arrangements, including office facilities, lease management, supplier/contractor relationships, and health and safety.
– Offering administrative support to a project that looks at the organisation’s future office requirements beyond 2028.
– Provide day-to-day office support, including ordering supplies and liaising with vendors and service providers.
– Maintain a tidy and well-stocked stationery cupboard for simple and quick access to any equipment needed.
– Managing incoming and outgoing post.
– Coordinate staff learning and development, sourcing and scheduling training and conferences, and coordinating the staff induction programme.
– Carry out annual workstation assessments and manage any associated actions, ensuring staff have the equipment they require and any issues raised can be escalated to resolution.
– Manage the movement of kit and records between locations, ensuring storage inventory and asset registers are accurate and updated.
– Ensure compliance with health and safety regulations.
– Manage storage spaces, for example, the shared store cupboard and library.
Essential Skills:
– At least 3 years’ experience in a busy administrative role.
– Proven ability to support multidisciplinary teams and manage competing priorities.
– Strong organisational skills, with attention to detail and accuracy.
– Confident communicator, able to liaise effectively with colleagues at all levels and external stakeholders.
– Experienced in organising and servicing meetings, including agendas, minutes, and logistics.
– Proficient in Microsoft Office (Outlook, Word, Excel, PowerPoint) and quick to learn new systems.
– Able to work independently and collaboratively, handling confidential information with discretion.
– Experience in facilities or office management.
– Positive, proactive “can-do” attitude, happy to support colleagues wherever needed.
Desirable Skills:
– Experience supporting HR processes (onboarding, induction, training coordination).
– Familiarity with procurement or finance processes (e.g., raising purchase orders).
– Experience in a public sector or regulatory environment.
– Knowledge of office space planning, or contractor liaison.
If you would like to hear more about this opportunity please get in touch.
