Administrative Assistant

UNISON Midlothian; Scotland; On-site; GBP 40,000 - 60,000; Part time

Job summary

A regional union branch in Scotland seeks an Administrative Support role to assist officers and stewards. This part-time position involves drafting correspondence, organizing meetings, and providing frontline support for members. Essential qualifications include literacy and numeracy skills, alongside familiarity with word-processing and spreadsheets. The role is 16 hours per week, with a flexible working pattern. This position offers the opportunity to contribute significantly to union operations and support staff effectively.

Benefits

Pension via the Unison Staff Pension Scheme

Qualifications

• Competence in literacy and numeracy.
• Demonstrable knowledge of word-processing and spreadsheet skills.
• SVQ 2 in Administration or equivalent.

Responsibilities

• Provide administrative support to officers and stewards.
• Draft and approve documents including letters and reports.
• Book accommodation and travel arrangements.
• Answer enquiries from members via telephone.
• Organise and set up meetings and minute them.
• Liaise with officers about branch administrative procedures.
• Maintain office records and systems.
• Conduct basic research as needed.

Skills

Literacy

Numeracy

Word-processing

Spreadsheet skills

Clerical skills

Education

Three Standard Grades at level 3 including Mathematics and English

SVQ 2 in Administration or equivalent

Job description

JOB PURPOSE

To support the operation of branch business by providing administrative support to officers and stewards within Unison Midlothian Branch

MAIN DUTIES

• draft for approval documents, including letters and reports, and prepare for approval general and confidential correspondence; reply to standard correspondence;
• process mail, recording and circulating incoming mail and preparing mail for despatch;
• book accommodation and make travel arrangements, process invoices for payment;
• provide a frontline telephone answering service for enquiries from members and act as a point of contact for members; provide a call screening service as required; inform staff of any action taken on their behalf;
• photocopy, and email documents as requested; circulate minutes and other documents;
• organise and set up meetings face to face or virtual, undertake minutes of meetings for groups and sub-group meetings as required, word processing and circulating agendas, papers, and minutes;
• liaise with officers and stewards on matters associated with branch and committee cycles, papers, agenda and minutes;
• provide guidance and support to officers and stewards about branch administrative procedures and protocols, as required;
• provide IT support for services to officers and stewards as required.
• develop and maintain office computer and manual records and administrative systems to provide an efficient support service.
• initiate and conduct basic research into topical issues as identified by staff.
• keep abreast of general developments in relation to Scottish, national and local government issues and central government initiatives relating to Unison and the Trade Union movement.
• undertake any other relevant duties as directed by Branch Secretary or Chairperson.

KNOWLEDGE

Essential

• Competence in literacy and numeracy, such as three Standard Grades at level 3 or above, including Mathematics and English or equivalent subjects. SVQ 2 or equivalent is an acceptable alternative.
• Demonstrable knowledge of word-processing, spreadsheet, keyboard and clerical skills, such as SVQ 2 in Administration or equivalent

Desirable

• A national certificate in business administration or related subject

HOURS OF WORK

16 per week

WORKING PATTERN

Mon- Fri (hours per day negotiable)

WEEKS PER YEAR

52

Please note that it is UNISON Midlothian policy that successful applicants will be appointed to the first point on the salary scale.

A pension will be offered via the Unison Staff Pension Scheme.

CLOSING DATE

Friday 19th December 2025

INTERVIEW DATE

w/c Monday 26th January 2026