Executive Office & Business Support Administrator
Venesky-Brown’s client, a public sector organisation in Edinburgh, is currently looking to recruit an Executive Office & Business Support Administrator on a permanent basis on a salary of £27,607 – £30,504/annum with excellent benefits package. This role will be a hybrid of working at home and in the office (2-3 days per week), 0900-1700.
You will provide a comprehensive and confidential administrative and organisational support across the organisation, including administrative assistance to Directors, Heads of Service, Data Protection Officer and the Governance Manager. Support Governance compliance activity. Reception cover, meeting room administration, general office support, maintenance reporting, travel and conference bookings.
Responsibilities:
– Diary management, e-mail management, expenses management, dealing with incoming mail and arranging travel
– Support the maintenance of files/documents and other meetings as required
– Assist with coordination of activities such as consultations, event planning with internal teams, external partners and customers as required.
– Provide administrative support including preparing documents, scheduling meetings and supporting small projects
– Assist with organisational events, staff communications and record maintenance
– Support approval of invoices for supplier payments as required
– Support the Governance Manager with registers, compliance monitoring and policy review timetable
– Support the Data Protection Officer including administrative processes relating to information governance
– Book and service Board and Committee meetings ensuring timely information and accurate records
– Co-ordinate the arrangements for our Annual General Meeting and Special General Meetings. This will include sourcing and organising the venue, issuing invites, papers and management of long service or other employee awards.
– Assist with the induction of new Board members, coordination of training and development activities for Board members
– Upload, update, and manage governance-related documentation on the intranet and members’ area of the website.
– Provide reception cover as required
– Monitor shared mailboxes and direct enquiries
– Assist with monitoring of office facilities and report issues
– Coordinate office supplies
Essential Skills:
– Substantial experience in a administrative role including servicing of meetings, organisation events and supporting day to day requirements
– Substantial experience of carrying out complex administrative tasks with a high degree of accuracy
– Demonstrable experience in a similar role with particular emphasis on handling sensitive and confidential information
– Advanced written and oral communication skills to produce general correspondence
– Successful experience in working as part of a team, delivering shared goals.
– Recording and producing minutes from meetings
– Effective IT skills to operate MS Office (Teams, Outlook, SharePoint, Word, Excel and PowerPoint) and other Applications
– Developed skills in writing key documents such as letters, minutes, reports and record keeping
– Good interpersonal skills to communicate effectively with wide range of people
– Ability to work with minimum supervision, using own initiative as appropriate
– Committed to the aims and objectives of the organisation
– Ability to work at pace and manage a varied workload of multiple tasks
– Standard Grade English and Maths
– Able to travel to and work from our Glasgow and Edinburgh offices and various sites as required, particularly where Board or Committee meetings require in-person attendance. The role’s prime location will be Edinburgh.
– To be willing to participate in training and travel to attend training/meetings as required.
Desirable Skills:
– Awareness of Freedom of Information and General Data Protection Regulations
– Experience of liaising with external partners
– Awareness of Governance & Compliance processes
– Educated to HNC (and or equivalent) level
If you would like to hear more about this opportunity please get in touch.
You will provide a comprehensive and confidential administrative and organisational support across the organisation, including administrative assistance to Directors, Heads of Service, Data Protection Officer and the Governance Manager. Support Governance compliance activity. Reception cover, meeting room administration, general office support, maintenance reporting, travel and conference bookings.
Responsibilities:
– Diary management, e-mail management, expenses management, dealing with incoming mail and arranging travel
– Support the maintenance of files/documents and other meetings as required
– Assist with coordination of activities such as consultations, event planning with internal teams, external partners and customers as required.
– Provide administrative support including preparing documents, scheduling meetings and supporting small projects
– Assist with organisational events, staff communications and record maintenance
– Support approval of invoices for supplier payments as required
– Support the Governance Manager with registers, compliance monitoring and policy review timetable
– Support the Data Protection Officer including administrative processes relating to information governance
– Book and service Board and Committee meetings ensuring timely information and accurate records
– Co-ordinate the arrangements for our Annual General Meeting and Special General Meetings. This will include sourcing and organising the venue, issuing invites, papers and management of long service or other employee awards.
– Assist with the induction of new Board members, coordination of training and development activities for Board members
– Upload, update, and manage governance-related documentation on the intranet and members’ area of the website.
– Provide reception cover as required
– Monitor shared mailboxes and direct enquiries
– Assist with monitoring of office facilities and report issues
– Coordinate office supplies
Essential Skills:
– Substantial experience in a administrative role including servicing of meetings, organisation events and supporting day to day requirements
– Substantial experience of carrying out complex administrative tasks with a high degree of accuracy
– Demonstrable experience in a similar role with particular emphasis on handling sensitive and confidential information
– Advanced written and oral communication skills to produce general correspondence
– Successful experience in working as part of a team, delivering shared goals.
– Recording and producing minutes from meetings
– Effective IT skills to operate MS Office (Teams, Outlook, SharePoint, Word, Excel and PowerPoint) and other Applications
– Developed skills in writing key documents such as letters, minutes, reports and record keeping
– Good interpersonal skills to communicate effectively with wide range of people
– Ability to work with minimum supervision, using own initiative as appropriate
– Committed to the aims and objectives of the organisation
– Ability to work at pace and manage a varied workload of multiple tasks
– Standard Grade English and Maths
– Able to travel to and work from our Glasgow and Edinburgh offices and various sites as required, particularly where Board or Committee meetings require in-person attendance. The role’s prime location will be Edinburgh.
– To be willing to participate in training and travel to attend training/meetings as required.
Desirable Skills:
– Awareness of Freedom of Information and General Data Protection Regulations
– Experience of liaising with external partners
– Awareness of Governance & Compliance processes
– Educated to HNC (and or equivalent) level
If you would like to hear more about this opportunity please get in touch.
