The Scottish Futures Trust is looking to recruit an Office Co-ordinator. This role is a permanent, part-time position (30 hours per week over 4 days), and the organisation is happy to consider flexible working arrangements, although there is a requirement to be in the office a minimum of 3 days per week.
 
An attractive salary is offered, along with membership to the Lothian Pension Fund defined benefit pension scheme and 34 days annual leave – increasing to 39 after 5 years’ service – including public holidays (Full Time Equivalent, this will be pro rata for part time employees).
 
Job Purpose
 
The Office Co-ordinator will provide a professional and comprehensive administrative support service to the Director – Corporate Services and Investments and her teams. They will also manage front of house, ensuring all guests are greeted in a warm and professional manner and support the Office Manager in the smooth running of the office.
 
Principal Accountabilities
 

• Manage front of house ensuring meeting rooms are equipped appropriately with all necessary resources and are maintained, set up and cleared for external meetings in a timely manner.
• Prepare and send external visitor forms to the Landlord, the Scottish Legal Aid Board (SLAB) reception, in a timely manner.
• Ensure all visitors to the office are greeted in a warm and professional manner, catering for all needs thus always creating a favourable impression of the organisation.
• Manage all incoming calls in a professional and friendly manner, ensure calls are transferred to appropriate staff and all messages are recorded and communicated on a timely basis.
• Providing administrative support to the Director – Corporate Services & Investments and all her teams.
• Provide specialist support to the Legal & Procurement team
• Collate monthly statistics for sustainability for business travel.
• Manage the storage, retrieval, review and destruction of offsite archive documentation.
• Manage contacts database with ¼ yearly review and update of top line contacts
• Pro-actively order and maintain office supplies including stationery provisions, and refreshment supplies to ensure the office runs smoothly, always consider cost-effectiveness and sustainability.
• Support in the production and collation of Microsoft PowerPoint presentations and the formatting of documents, such as reports, in Microsoft Word ensuring timely output and accuracy of detail.
• As part of the Business Support function, provide cover and support to team members when required during busy periods within the office and periods of absence.

 
 
 
Knowledge, Skills & Experience
 

• Demonstrable proactive experience in an administrative or similar role in a busy environment supporting several staff.
• Very strong interpersonal and communication skills with high levels of integrity and confidentiality.
• Experience of working with senior staff.
• Tact, judgement and discretion in handling internal and external contacts.
• Proficient in the management and formatting of large complex documents, tracking changes, version compilations.
• Experience of working with spreadsheets and databases and comfortable working with figures.
• Attention to detail and deadlines.
• Well-developed organisation and planning skills with the ability to multi–task.
• Ability to filter information and assess priorities.
• Proficient level in the use of Microsoft Outlook, (complex diary management), Word, Excel and PowerPoint.
• The ability to research travel requirements, external venues and the booking of accommodation
• Public sector experience and experience of a small office environment is desirable but not essential.

 
Competencies
 

• Drive for Results – puts energy into achieving results and takes action to exceed goals and expectations. This includes being courageous in striving for continuous improvement and taking calculated risks to pursue opportunities to deliver results more effectively and efficiently.

• Working with Others – the willingness and the ability to work positively and proactively with colleagues and others by creating open and honest working relationships to achieve the best possible outcomes.

• Focus on Quality – the underlying drive to ensure that quality is consistently high within the working environment. It includes the identification and maintenance of standards to meet the needs of the organisation, together with a desire for accuracy in the workplace.

• Impact and Influence – the ability to convince, persuade or influence others towards a point of view. It is about working collaboratively to gain commitment to a course of action, idea or vision.

• Decision Making and Judgement – generating alternatives before making a decision or taking action, considering the risks associated with each option and selecting the option that has the best balance for risk and reward.

 
Equality, Diversity, and Inclusion
The Scottish Futures Trust is dedicated to diversity, inclusion, and fostering a workplace that ensures equal opportunities for all.
 
Contact
Please submit your CV to murray@venesky-brown.co.uk or for a confidential discussion to hear more about the opportunity, please contact Murray Thomson, Senior Account Manager on 07880 199 103.
 
The closing date for completed applications is Friday 21st March. 2025.