Admin Assistant (Events and Facilities)

ASA International Ltd; City of Edinburgh; Ibrido; GBP 18.000 - 25.000; Tempo pieno

Descrizione del lavoro

ASA International Ltd on behalf of a Public Sector organisation in Edinburgh seeks an Admin Assistant (Events and Facilities) on a 3-month hybrid contract. You will support reception, travel, meeting room management, catering, and safety compliance while handling enquiries with discretion.

The role requires strong communication, organisation, and the ability to prioritise in a busy setting, with a PAYE rate of about £15.50/hour and a 36-hour week.

Competenze

• Proven track record in frontline customer service within an office environment.
• Experience working flexibly in a busy, multi-disciplinary team.
• Ability to adapt quickly to changing situations and priorities.
• Excellent communication, both written and verbal, across stakeholders.
• Strong organisational skills with accuracy and discretion.

Mansioni

• Manage travel bookings and complex accommodation requests using online systems.
• Administer meeting room bookings and set up catering and reporting.
• Provide full reception duties including calls, visitors and mail distribution.
• Maintain office services procedures and procurement of supplies.
• Ensure security records and access badges are accurately kept.

Conoscenze

Frontline customer service

Communication skills

Teamwork

Organisation & prioritisation

Discretion & confidentiality

Problem solving

Attention to detail

Microsoft 365 experience

Formazione

HNC/SCQF Level 7 equivalent in business admin

Strumenti

Microsoft Teams

Word

Excel

PowerPoint

SharePoint

Jira

Booker

Descrizione del lavoro

ASA Recruitment’s client, a Public Sector organisation in Edinburgh, is currently looking to recruit an Admin Assistant (Events and Facilities) on a hybrid basis, on an initial 3-month contract (with potential extensions) on a rate of c.£15.50/hour PAYE (based on experience) working 36 hours per week.

The Role:

Working as part of a small but busy team, you will provide office support services to the required service level standard which include the following work streams: Reception, Mail Services, Conference Rooms Management (including catering requests, setting up rooms and clearing rooms), Travel Management, Health & Safety, Office & Building Services and dealing with general enquiries.

Responsibilities:

• Travel Bookings – administer complex travel and accommodation requirements as required by using travel on-line booking systems, liaising with travellers and travel provider ensuring requests are dealt with accurately and efficiently.
• Meeting Room Booking Administration and Meeting Room Set-Up – using the room booking system, administer room booking requests, ensure rooms are set up/cleared accordingly to meeting user requirements, arrange/set up catering requirements and production of reports to various 3rd parties.
• Ensure smooth running of office services in line with procedures and procurement of supplies.
• Reception – provide full reception service, including handling telephone/visitor enquiries, meet/greet visitors in a professional manner and directing appropriately, and franking/mail distribution services.
• Office Security – follow safety and security policies and procedures. Retain records of access card issue/returns, ensuring accurate records are kept up to date. Issue as required staff identity badges.

Essential Experience:

• Proven track record working within frontline customer service, ideally within an office support services environment
• Experience of working flexibly within a busy multi-disciplinary environment
• Experience of working effectively in often rapidly changing situations
• Experience of communicating and influencing across own team, and the wider organisation
• Experience of working both independently and as part of a team, whilst balancing a range of competing priorities
• Ability to work with minimal supervision; to plan and prioritise own workloads; and to meet deadlines
• Flexible approach to learning and problem solving
• Commitment to personal and professional development
• Ability to deal with a range of problems and people with honesty and integrity, showing interest in your work and seeking and valuing the contributions of others
• Physical aspects are required for this role e.g. room set ups, catering services, and clearing rooms
• Ability to communicate effectively with a wide variety of people, internally and externally, both verbally and in written form
• Strong understanding and appreciation of the need for discretion and confidentiality in the workplace
• Highly developed customer service skills, with a helpful, flexible attitude
• Understanding of the need for accuracy and attention to detail
• Proven expertise in using Microsoft 365, in particular Teams, Word, Excel, PowerPoint and SharePoint
• Fast and accurate keyboard skills
• Ability to meet the travel requirements of the post

Desirable Experience:

• HNC in business administration or SCQF Level 7 equivalence via Professional Development Awards; Higher Education Certificates; Modern Apprenticeships; and SVQs
• Experience working within an Events and/or Facilities administration environment
• Experience of working closely with Digital/Technology teams
• Experience administering complex travel and accommodation requirements, online and via the phone.
• Ability to work safely and securely, with an understanding of routine health and safety, security requirements in line with legislation and an organisation’s policies & procedures
• Experience of supporting team meetings, webinars, events and/or conferences online
• Experience of working within a Health, Social Care or educational environment
• Expertise in using the online booking system Booker and/or similar online booking systems
• Working knowledge of online service desks such as Jira
• Knowledge and experience of implementing and ensuring compliance with company policies & procedures
• Expertise in using online travel booking platforms
• Coaching and/or mentoring of team members
• Understanding of the application of GDPR to the storage and use of personal information and data privacy
• Ability to respond to confidential and sensitive situations with confidence and discretion, utilising tact, diplomacy, and persuasion skills when necessary