Administrative Assistant

Venesky Brown; City of Edinburgh; On-site; GBP 23,000 - 25,000; Full time

Job summary

Venesky-Brown’s client, a public sector organisation, is recruiting an Admin Officer for a 12-week contract in Scotland. The role pays £16.80–£18.27/hour PAYE and focuses on diary management, inbox handling, meeting coordination and general admin duties.

You will maintain databases, raise purchase orders, support events, update newsletters and help improve processes while ensuring accuracy and confidentiality.

Qualifications

• Experience in an office administrator role with diary and travel management.
• Proven ability to take minutes and write reports.
• Experience in raising purchase orders and dealing with invoices.
• Ability to work independently and as part of a team while balancing priorities.
• Experience of supporting meetings, events and conferences online.
• Strong communication and attention to detail.
• Understanding of GDPR and data privacy.

Responsibilities

• Provide diary and inbox management and coordinate meetings.
• Maintain department databases and electronic filing.
• Raise purchase orders and travel requests; manage invoices.
• Update the Programme website and draft newsletters.
• Review administrative processes to improve efficiency and effectiveness.
• Collate information from forms and reports for decision making.
• Support planning and hosting of meetings and events.

Skills

Diary management

Meeting coordination

Office administration

Document management

Microsoft 365

Communication skills

Attention to detail

Team collaboration

Data entry

Travel arrangements

Education

HND/Advanced Diploma

SCQF Level 8 equivalence

Tools

Microsoft 365

SharePoint

PowerPoint

Job description

Venesky-Brown’s client, a public sector organisation with offices in Edinburgh and Glasgow, is currently looking to recruit an Admin Officer for a 12 week contract on a rate of £16.80 - £18.27/ hour (PAYE).

Responsibilities

• Support the team with day-to-day diary and inbox management and meeting coordination, ensuring a smooth flow of information and sending/receiving relevant documents/other information.
• Maintain department databases and ensure all electronic filing is kept up to date.
• Raise purchase orders, travel requests and utilising all corporate solutions for booking venues when required.
• Update the Programme’s website, and draft, design and distribute e-Newsletters.
• Work proactively to review the team’s administrative processes, procedures and practices, identifying and implementing improvements to enhance efficiency and effectiveness.
• Collate and evaluate information gathered via forms, reports and other sources.
• Support the effective planning, organisation and hosting of meetings and events.
• Demonstrable experience in an office administrator role or equivalent including travel and diary management, dealing with correspondence, preparation of meeting papers and general administrative duties.
• Experience of taking minutes and report writing.
• Experience of raising purchase orders and dealing with invoices.
• Experience of working both independently and as part of a team, whilst balancing a range of competing priorities.
• Experience of supporting team meetings, webinars, events and/or conferences online.
• Ability to work with minimal supervision; to plan and prioritise own workloads, and that of your team; and to meet deadlines
• Flexible approach to learning and problem solving
• Commitment to own personal and professional development, and that of your team
• Excellent organisational skills with the ability to manage the time of self, prioritising tasks to meet challenging deadlines.
• Ability to be flexible and manage competing demands
• Highly effective communicator (written and verbal communication skills)
• Strong analytic skills
• Excellent attention to detail
• Highly developed customer service skills, with a helpful, flexible attitude
• Understanding of the need for accuracy and attention to detail
• Ability to respond to confidential and sensitive situations with confidence and discretion, utilising tact, diplomacy, and persuasion skills when necessary
• Supervisory skills and experience including coaching and/or mentoring of team members
• 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
• HND/Advanced Diploma level qualification with in-depth experience

or

• SCQF Level 8 equivalence obtained via Professional Development Awards; Technical Apprenticeships; and SVQs
• Experience in events management including liaison and coordination of venue and speakers
• Experience of updating and maintaining website content
• Experience of co-ordinating e-Newsletter development via platforms such as Mailchimp
• Experience of working within project management environments, planning and organising a variety of tasks, including involvement in multiple projects and programmes of work
• Experience of working within a similar environment
• Experience of working flexibly in complex/sensitive environments where the parameters of the job are not necessarily clearly defined
• Ability to edit video and audio resources.
• Ability to use Canva for design work e.g., designing leaflets / promotional flyers.
• Ability to proactively manage and action a broad range of complex enquiries; including delegation/ allocation of work and ensuring follow up action is taken
• Sound understanding of the application of GDPR to the storage and use of participant information and data privacy