Administrative Assistant

Venesky Brown; City of Edinburgh; Presencial; GBP 18.000 - 25.000; A tiempo parcial

Descripción de la vacante

Venesky-Brown’s client, a public sector organisation in Edinburgh, seeks an Admin Assistant for a 12-week contract at £15.50/hour (PAYE). The role covers travel bookings, meeting room administration, reception, and office security, with a focus on accurate, discreet handling of sensitive information.

The successful candidate will combine strong customer service with robust organisational skills, contributing to effective multi-disciplinary teamwork and compliant administrative practice.

Formación

• Experience in frontline customer service in office settings.
• Ability to adapt in busy, changing environments.
• Proficient with Microsoft 365 (Teams/Word/Excel/PowerPoint/SharePoint).

Responsabilidades

• Administer travel and accommodation requests using online systems and liaise with travellers.
• Manage meeting room bookings, catering, and reporting to stakeholders.
• Provide full reception services and manage visitor enquiries and mail.
• Maintain records for access cards and staff badges; ensure confidentiality.
• Support team meetings, webinars, events and conferences as needed.

Conocimientos

Customer service

Communication

Teamwork

Problem solving

Attention to detail

Planning & prioritising

Discretion & confidentiality

Microsoft 365 proficiency

Fast keyboard skills

Adaptability

Educación

HNC in Business Administration

SCQF Level 7 equivalence

Herramientas

Booker booking system

Jira

SharePoint

Microsoft 365 suite (Teams, Word, Excel, PowerPoint)

Descripción del empleo

Venesky-Brown’s client, a public sector organisation in Edinburgh, is currently looking to recruit a Admin Assistant for a 12 weeks contract on a rate of £15.50/hour (PAYE).

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.
• 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
• 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 similar 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