Administration Officers
Venesky-Brown’s client, a public sector organisation in Edinburgh/Glasgow, is currently looking to recruit 2 x Administration Officers until the 31st of March 2025 on a rate of £13.93/hour PAYE – working 37 hours per week. These roles will be a hybrid of working at home and in the office.
Responsibilities:
– Responsible for arranging and co-ordinating diary appointments, managing mailboxes and distribution lists, and organising meetings including catering requirements. Dealing with telephone enquiries using own discretion and initiative, filter and direct calls, relay messages promptly and efficiently. Investigate possible travel itineraries and co-ordinate arrangements where necessary. Take notes or actions at internal meetings. All work must be to a high standard and completed within agreed timescales.
– Act as first point of contact for customer queries and deal within agreed timescales, this includes both internal and external.
– Use the requisitioning system to raise and receipt purchase orders with self-authorisation up to the authorised amount. Follow Standing Financial Instructions and when appropriate liaise with budget holder and local finance team.
– Organise and maintain an efficient filing and retrieval system ensuring that all necessary information is quickly, and easily accessible and confidential records and documents are dealt with in accordance with the Data Protection Act and policies on Records Management.
– Monitor generic email inboxes as well as own, to ensure requests are dealt with quickly and efficiently. Deal with telephone calls in a professional manner, filter and direct calls, relay messages promptly and efficiently, and resolve any issues as appropriate. Deal with the distribution and redirection of incoming mail.
– Maintain and support administration of various electronic databases and systems e.g. entering and verifying data.
– Support colleagues within team by developing, maintaining and documenting standard operational procedures relating to security, hospitality arrangements, data collection processes, ensuring procedures are accurate and up-to-date. Contribute to divisional groups regarding changes in procedures, e.g. as a result of changes to security or data protection legislation, ensuring these procedures are applied within own area. Develop and implement procedures to ensure efficiency of the project administration.
– Provide general administrative support to other staff within the group and resilience to other areas of the organisation as required.
– Provide cover within the team as and when required i.e. to ease workloads and/or cover absences. Assist with short term projects as instructed by the PA to Director/Office Manager/Group Admin Manager.
Essential Skills:
– Educated to A/Higher Grade level.
– Experience of Microsoft Office applications including Word, Outlook, Excel and PowerPoint.
– Advanced keyboard skills.
– Experienced in an administrative support role with a high level of competence in office administration including the ability to show initiative and time management skills.
– Experience in a busy working environment.
– Excellent interpersonal and communication skills.
– Good written communication skills.
– Ability to work both on own and as part of a team.
– Ability to show initiative, prioritise work and deliver to timescales.
– Flexible approach to working in projects and teams
– Demonstrate good accuracy and attention to detail.
– Committed to personal development.
If you would like to hear more about these opportunities please get in touch.
Responsibilities:
– Responsible for arranging and co-ordinating diary appointments, managing mailboxes and distribution lists, and organising meetings including catering requirements. Dealing with telephone enquiries using own discretion and initiative, filter and direct calls, relay messages promptly and efficiently. Investigate possible travel itineraries and co-ordinate arrangements where necessary. Take notes or actions at internal meetings. All work must be to a high standard and completed within agreed timescales.
– Act as first point of contact for customer queries and deal within agreed timescales, this includes both internal and external.
– Use the requisitioning system to raise and receipt purchase orders with self-authorisation up to the authorised amount. Follow Standing Financial Instructions and when appropriate liaise with budget holder and local finance team.
– Organise and maintain an efficient filing and retrieval system ensuring that all necessary information is quickly, and easily accessible and confidential records and documents are dealt with in accordance with the Data Protection Act and policies on Records Management.
– Monitor generic email inboxes as well as own, to ensure requests are dealt with quickly and efficiently. Deal with telephone calls in a professional manner, filter and direct calls, relay messages promptly and efficiently, and resolve any issues as appropriate. Deal with the distribution and redirection of incoming mail.
– Maintain and support administration of various electronic databases and systems e.g. entering and verifying data.
– Support colleagues within team by developing, maintaining and documenting standard operational procedures relating to security, hospitality arrangements, data collection processes, ensuring procedures are accurate and up-to-date. Contribute to divisional groups regarding changes in procedures, e.g. as a result of changes to security or data protection legislation, ensuring these procedures are applied within own area. Develop and implement procedures to ensure efficiency of the project administration.
– Provide general administrative support to other staff within the group and resilience to other areas of the organisation as required.
– Provide cover within the team as and when required i.e. to ease workloads and/or cover absences. Assist with short term projects as instructed by the PA to Director/Office Manager/Group Admin Manager.
Essential Skills:
– Educated to A/Higher Grade level.
– Experience of Microsoft Office applications including Word, Outlook, Excel and PowerPoint.
– Advanced keyboard skills.
– Experienced in an administrative support role with a high level of competence in office administration including the ability to show initiative and time management skills.
– Experience in a busy working environment.
– Excellent interpersonal and communication skills.
– Good written communication skills.
– Ability to work both on own and as part of a team.
– Ability to show initiative, prioritise work and deliver to timescales.
– Flexible approach to working in projects and teams
– Demonstrate good accuracy and attention to detail.
– Committed to personal development.
If you would like to hear more about these opportunities please get in touch.
