Business Support Administrator/Executive PA
Venesky-Brown’s client, a public sector organisation in Edinburgh, is currently looking to recruit a Business Support Administrator / Executive PA for an initial 3 month contract on a rate of £17.08/hour PAYE – working 35 hours per week, Monday to Friday (maybe occasional evening events). This role will be based in Edinburgh.
Responsibilities:
– Provide professional business and administrative assistance to the Science directorate, including regular check-ins with Director, Deputy Directors of Science and Science Manager to assess support needs.
– Coordinate diary management, scheduling and forward planning for the Director and Deputy Directors of Science.
– Inbox management for science directorate (including tracking in-tray during Director and Deputy Directors’ absences or travel).
– Arrange UK and overseas travel, itineraries and car hire for the Director and Deputy Directors of Science; support other members of science division in travel arrangements as required.
– Manage directorate subscriptions.
– Monitor corporate reporting deadlines, for example organisational development plan, risk register and financial reporting, and notify Director and Deputy Directors as required.
– Arrange meeting venues, facilities and catering as required and distribute relevant papers ahead of time; attend Science directorate and Science management team meetings and take minutes as required; track actions and notify Director and Deputy Directors as required.
– Organise paperwork, desk space equipment requirements and induction for Science Division new joiners including Director’s and Deputy Directors’ students and visiting researchers.
– Keep Science management information up to date, including Science organisational chart and Green Pages.
– Administrative support to the Science management team and Science division as needed.
– Digital champion for the AV system, including set up, troubleshooting, and proving advice and support to users
– Provide holiday cover for the business support administrative team as required.
– Collate and process Director’s and Deputy Directors’ business, travel, and corporate credit card expenses.
– Approve financial transactions on behalf of the Director and Deputy Directors of Science.
– Raise and approve purchase orders for science management and other Science budget codes on behalf of the Science division as requested.
– Work with the Science Manager to ensure the budget spend is correctly allocated to expenditure codes.
– Schedule key departmental and divisional meetings, including monthly Science management group, Science updates, Herbarium, and preserved collections team meetings, and three annual Science Advisory Committee meetings.
– Event coordination and support (including room hire, facilities and catering) for internal and external meetings and events such as conferences, lectures, workshops, tours, VIP visits and team-building events.
– Contribute to stand-alone projects to support the smooth running of the Science division as required.
– Any other reasonable duties as requested
Essential Skills:
– Executive level PA skills and ability to learn processes quickly, great attention to detail and able to manage diaries/inboxes well.
– Minute taking, receipts/expenses etc
– Experience working in a similar administration role
– Excellent listening and written communication skills
– Self-motivated and able to work unsupervised as well as part of a team
– Ability to proactively support management
– Meticulous attention to detail/accuracy
– Good time management skills and the ability to multitask, prioritising as necessary
– Excellent knowledge & experience of using Microsoft Office (Word, Excel, PowerPoint) as well as the Office 365 suite (Teams, One Drive, SharePoint)
Desirable Skills:
– Good customer service skills
– Reasonable knowledge of GDPR and FOI legislation
– Reasonable knowledge of records management
– Knowledge of using technology and audio-visual systems to host hybrid meetings
– SVQ/NVQ Level 3-4 or HND in Business Administration or equivalent experience
If you would like to hear more about this opportunity please get in touch.
Responsibilities:
– Provide professional business and administrative assistance to the Science directorate, including regular check-ins with Director, Deputy Directors of Science and Science Manager to assess support needs.
– Coordinate diary management, scheduling and forward planning for the Director and Deputy Directors of Science.
– Inbox management for science directorate (including tracking in-tray during Director and Deputy Directors’ absences or travel).
– Arrange UK and overseas travel, itineraries and car hire for the Director and Deputy Directors of Science; support other members of science division in travel arrangements as required.
– Manage directorate subscriptions.
– Monitor corporate reporting deadlines, for example organisational development plan, risk register and financial reporting, and notify Director and Deputy Directors as required.
– Arrange meeting venues, facilities and catering as required and distribute relevant papers ahead of time; attend Science directorate and Science management team meetings and take minutes as required; track actions and notify Director and Deputy Directors as required.
– Organise paperwork, desk space equipment requirements and induction for Science Division new joiners including Director’s and Deputy Directors’ students and visiting researchers.
– Keep Science management information up to date, including Science organisational chart and Green Pages.
– Administrative support to the Science management team and Science division as needed.
– Digital champion for the AV system, including set up, troubleshooting, and proving advice and support to users
– Provide holiday cover for the business support administrative team as required.
– Collate and process Director’s and Deputy Directors’ business, travel, and corporate credit card expenses.
– Approve financial transactions on behalf of the Director and Deputy Directors of Science.
– Raise and approve purchase orders for science management and other Science budget codes on behalf of the Science division as requested.
– Work with the Science Manager to ensure the budget spend is correctly allocated to expenditure codes.
– Schedule key departmental and divisional meetings, including monthly Science management group, Science updates, Herbarium, and preserved collections team meetings, and three annual Science Advisory Committee meetings.
– Event coordination and support (including room hire, facilities and catering) for internal and external meetings and events such as conferences, lectures, workshops, tours, VIP visits and team-building events.
– Contribute to stand-alone projects to support the smooth running of the Science division as required.
– Any other reasonable duties as requested
Essential Skills:
– Executive level PA skills and ability to learn processes quickly, great attention to detail and able to manage diaries/inboxes well.
– Minute taking, receipts/expenses etc
– Experience working in a similar administration role
– Excellent listening and written communication skills
– Self-motivated and able to work unsupervised as well as part of a team
– Ability to proactively support management
– Meticulous attention to detail/accuracy
– Good time management skills and the ability to multitask, prioritising as necessary
– Excellent knowledge & experience of using Microsoft Office (Word, Excel, PowerPoint) as well as the Office 365 suite (Teams, One Drive, SharePoint)
Desirable Skills:
– Good customer service skills
– Reasonable knowledge of GDPR and FOI legislation
– Reasonable knowledge of records management
– Knowledge of using technology and audio-visual systems to host hybrid meetings
– SVQ/NVQ Level 3-4 or HND in Business Administration or equivalent experience
If you would like to hear more about this opportunity please get in touch.
