Administrative Assistant

Greaves West & Ayre; Newcastle upon Tyne; Hybrid; GBP 9,000 - 12,000; Part time

Benefits offered by this job

Flexible hours

Job summary

Greaves West & Ayre is seeking an experienced Administrative Assistant to join our Haddington office. This part-time position runs Thursday to Friday (15 hours per week) with potential for additional hours to cover holidays and absences.

You will provide day-to-day administrative and facilities support, greeting clients, managing records, and assisting with data protection compliance. A pro-active, detail-oriented team player is essential.

Qualifications

• Basic understanding of office administration, facilities, or operations functions.
• Reliable and well-organised, with strong attention to detail.
• Professional attitude and commitment to delivering a high standard of service.
• Good communication and interpersonal skills.
• Confident and proficient, user of Microsoft Office and in maintaining accurate electronic and paper records.
• Able to plan and prioritise work effectively.
• A positive, flexible team player who supports colleagues and contributes to a smooth-running workplace.
• Awareness of Health & Safety requirements in an office environment would be desirable.

Responsibilities

• Provide day-to-day administrative and facilities support to ensure the smooth operation of the office.
• Deliver a professional and client-focused service across reception and telephone duties.
• Assist with maintaining office premises, supplies, and equipment, reporting issues promptly.
• Help maintain Health & Safety and Environmental compliance records and registers.
• Ensure all administrative records and data are accurate, secure, and compliant with data protection standards.
• Support colleagues with routine queries and administrative tasks as required.
• Assist in preparing information for reports, audits, or management updates.
• Support the induction of new team members by helping them become familiar with office processes.
• Complete timesheets daily and meet agreed deadlines.
• Take part in ongoing learning and development opportunities to build skills and knowledge.

Skills

Office administration

Facilities

Records management

Communication

Interpersonal skills

Time management

Team player

Health & Safety awareness

Tools

Microsoft Office

Job description

We are looking to recruit an experienced Administrative Assistant to work at our office in Haddington

Job Type: Part time, Thursday to Friday – 15 hours per week. Permanent

Flexibility: There may be opportunities to work additional hours to provide holiday and absence cover, subject to business needs.

We’re looking for a reliable and well-organised Administrative Assistant to join our team and help ensure the smooth day-to-day running of our office and facilities.

This is a great opportunity for someone with a keen eye for detail and a proactive approach who enjoys providing practical support in a professional environment.

You’ll be part of a busy, collaborative team supporting the firm’s administrative, facilities, and front-of-house functions.

The role will involve a wide variety of tasks, from providing a welcoming first impression for clients and visitors to maintaining accurate records and supporting office operations and assisting with Health & Safety compliance.

Key Responsibilities

• Provide day-to-day administrative and facilities support to ensure the smooth operation of the office.
• Deliver a professional and client-focused service across reception and telephone duties.
• Assist with maintaining office premises, supplies, and equipment, reporting issues promptly.
• Help maintain Health & Safety and Environmental compliance records and registers.
• Ensure all administrative records and data are accurate, secure, and compliant with data protection standards.
• Support colleagues with routine queries and administrative tasks as required.
• Assist in preparing information for reports, audits, or management updates.
• Support the induction of new team members by helping them become familiar with office processes.
• Complete timesheets daily and meet agreed deadlines.
• Take part in ongoing learning and development opportunities to build skills and knowledge.

About You

• Basic understanding of office administration, facilities, or operations functions, with a willingness to learn.
• Reliable and well-organised, with strong attention to detail.
• Professional attitude and commitment to delivering a high standard of service.
• Good communication and interpersonal skills.
• Confident and proficient, user of Microsoft Office and in maintaining accurate electronic and paper records.
• Able to plan and prioritise work effectively.
• A positive, flexible team player who supports colleagues and contributes to a smooth-running workplace.
• Awareness of Health & Safety requirements in an office environment would be desirable.

Why Join Us?

• Professional Development: Access to continuous learning and clear career progression opportunities.
• Collaborative Environment: Be part of a supportive and high-performing team in a thriving firm.
• Work-Life Balance: We offer a flexible working environment, ensuring a healthy work-life balance for our employees.
• Competitive Package: Competitive salary, pension scheme, death in service and other benefits.

Who we are:

Greaves West & Ayre (“GWA”) is a long-established firm of Chartered Accountants and Independent Financial Advisers based in Berwick-upon-Tweed and Haddington. We have grown significantly over recent years and are now 14 partners and around 136 staff. That makes us the largest Professional Services firm between Edinburgh and Newcastle and one of the biggest employers in the area. We offer a full range of accountancy services and have our own Audit and Computer Services divisions. Our size means that we can offer you a breadth and variety of work across a wide range of clients and industries. This balance is more difficult to achieve in either very small or very large organisations. Our Berwick-upon-Tweed office is situated in the town centre and is a modern state-of-the-art premises, which provides a pleasant working environment and equips us to meet the changing needs of our staff and clients in a progressive manner.