Operation Support Administrator

GOV; Town of Saint Andrews; On-site; GBP 21,000 - 27,000; Full time

Job summary

Les Bourgs Hospice is seeking an Operations Support Administrator for a full-time role at Les Bourgs Hospice, Andrew Mitchell House, St Andrews. The position reports to the Chief of Staff and requires a Local Housing Licence.

You will provide confidential admin support to the CEO and admin team, maintain records, coordinate recruitment, and manage diaries while supporting internal and external communication.

Qualifications

• Strong interpersonal skills and empathy for stakeholders.
• Ability to handle confidential information with discretion.
• Proven ability to work under pressure and prioritise tasks.
• Attention to detail and accurate data entry into systems.
• Excellent written and verbal communication, both independently and in a team.

Responsibilities

• Provide high-quality, confidential administrative support to the CEO and wider administration team.
• Maintain accurate records and documentation in compliance with governance and confidentiality requirements.
• Coordinate recruitment administration, including maintaining personnel files and DBS checks.
• Assist with diary management, schedule appointments and coordinate activities across teams.
• Liaise with Les Bourgs Hospice stakeholders and provide admin support.
• Assist with monthly processing of the Hospice lottery.
• Provide ad hoc reception and holiday cover, supporting the admin team.
• Organise meetings, prepare agendas and distribute documentation.

Skills

Interpersonal skills

Work under pressure

Attention to detail

Independent & team work

Excellent communication

Proactive & adaptable

Confidential information handling

Office environment experience

Organisation & time management

Tools

Microsoft Office 365

Job description

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Operation Support Administrator

Les Bourgs Hospice

Full time Ref: 20261769 Opened: 19/10/2026 Closes: 31/10/2026

Job Description

Job Title: Operations Support Administrator - full-time - Local Housing Licence essential

Location: Les Bourgs Hospice, Andrew Mitchell House, Rue Du Tertre, St Andrews.

Reports To: Chief of Staff

Role Purpose:

The Operations Support Administrator provides high-quality, confidential administrative and organisational support to the admin team and the Chief Executive Officer, ensuring the efficient operation of administrative and support services. The role is responsible for coordinating key administrative processes, maintaining accurate records and systems, supporting internal and external communications, and contributing to effective service delivery across the organisation.

The Operations Support Administrator will work with professionalism, discretion, and attention to detail; the postholder plays a vital role in supporting the Hospice's values and mission.

Key Responsibilities

Administrative Support

• Provide high-quality, confidential administrative support to the CEO and wider administration team.
• Maintain accurate records and documentation in accordance with governance, data protection and confidentiality requirements.
• Coordinate recruitment administration, including maintaining personnel files and monitoring DBS checks.
• Assist with diary management, schedule appointments and coordinate activities across teams.
• Liaise professionally with, and provide administrative support to, Les Bourgs Hospice stakeholders.
• Assist with the monthly processing of the Hospice lottery.
• Provide ad hoc reception and holiday cover as required, working collaboratively with the admin team.
• Organise occasional meetings as required, prepare agendas and distribute relevant documentation.

Systems & Data Management

• Use Microsoft Office 365 applications (Outlook, Word, Excel, Teams, SharePoint, etc.) to an intermediate standard.
• Maintain and update organisational databases and reporting systems.
• Ensure accuracy, integrity, and confidentiality of data.

Person Specification

Essential

• Strong interpersonal skills to deal with sometimes challenging situations with an ability to demonstrate empathy and understanding.
• Proven ability to work well under pressure and prioritise workload.
• Excellent attention to detail to ensure accurate and timely data entry into hospice systems.
• Ability to work on own initiative and as part of the team.
• Excellent communication, written and verbal skills.
• A proactive, flexible and adaptable approach.
• Intermediate knowledge of Microsoft Office 365 applications including Word, Excel and Outlook.
• Ability to handle confidential and sensitive information appropriately.
• Proven experience of working in an office environment with a team.
• Excellent organisational and time-management skills.

Desirable

• Experience using and maintaining databases is desirable.

Knowledge & Experience

Full training will be provided on Les Bourgs Hospice's systems, procedures and role-specific responsibilities. The successful candidate will be expected to participate in relevant ongoing training and development.

Equal Opportunities

Les Bourgs Hospice is committed to eliminating discrimination and encouraging diversity and inclusion throughout our workforce. We are committed to equality of opportunity for all who work for us and do not discriminate on the grounds of gender, marital status, race, ethnic origin, colour, nationality, disability, sexual orientation, religion, age or carer status.

Data Protection

Applications made in respect of this position will remain confidential. Those that are unsuccessful will be kept for a period of 6 months from the date of receipt, at which point they will be destroyed.

Applications from candidates who withdraw, will be destroyed as soon as notification of their withdrawal is received.

The application of the successful candidate will be kept on their personnel file for 6 years post termination.