Administrator / Receptionist

Simonscotland; Glasgow; On-site; GBP 21,000 - 26,000; Full time

Job summary

Simon Community Scotland is seeking an experienced Administrator/Receptionist to join our Corporate Services team. This full-time role (37.5 hours, Mon–Fri, 9am–5pm) is based at our Glasgow Head Office and reports to the Head of Corporate Services.

You will be the first point of contact, provide welcoming reception services, manage a varied workload, and assist with HR and finance administration, procurement and facilities coordination across Glasgow, Edinburgh, North Lanarkshire and Perth.

Qualifications

• Must have experience as an administrator, preferably in health/social care or customer services.

Responsibilities

• Provide day-to-day administrative and reception support across multiple services in Glasgow, Edinburgh, North Lanarkshire and Perth.
• Support HR and finance administration, including staff leave, new starter tasks and petty cash.
• Manage diary and meeting room bookings, catering and minute taking.
• Coordinate procurement, stock management and facilities maintenance.
• Maintain records, filing systems and databases across the organisation.
• Support health and safety checks and prepare regular checklists.
• Assist with organisation-wide tech projects and improve processes for efficiency.

Skills

Administrative support

Reception duties

HR admin

Finance admin

Diary management

GSuite

MS Office

Organisational skills

Teamwork

Tools

GSuite

Microsoft Office

Job description

About Simon Community Scotland

Simon Community Scotland is the largest provider of homelessness services in Scotland. Our vision is for everyone to have a safe place to live, with access to the support they need. Every day we help make positive things happen for people facing extremely difficult circumstances. Everything we do is about and for people, the people we support, our staff, our partners and everyone affected by homelessness. Our values are built into every area of activity and tell the story of how people remain at the heart of the Simon Community.

Day by day, person-to-person, we tailor what we offer to what people need. We are here to provide consistent, friendly and informed support so that people can explore options and take ‘the next step’ towards a positive future. We offer support across a range of service delivery points; Street Outreach teams, Housing First initiatives, Floating Support, Information Hubs, Managed Alcohol Program (MAP), Supported Accommodations, Emergency Accommodation, Rapid Access Accommodation, and our own rented properties. These services are delivered across many local authorities within Glasgow, North Lanarkshire, Edinburgh and Perth.

We welcome people with a wide range of skills and experiences to our team. To make a difference, we need to work flexibly, with everyday leadership and a ‘can-do’ approach. We want to make it right and make it happen - not only for the people we support, but also for each other.

Our #OneTeam ethos is core to who we are, and it means caring for and supporting each other regardless of our role, service or location. Find out more about our services here. https://www.simonscotland.org/get-help/our-support-services/

Job Purpose

An exciting opportunity has arisen for an experienced and enthusiastic Administrator / Receptionist to join Simon Community Scotland’s Corporate Services team.

This is a full-time position, working 37.5 hours per week, Monday to Friday, 9am-5pm, based at our Head Office in Glasgow. The role reports to the Head of Corporate Services and will work closely with colleagues across the organisation.

We are looking for someone who is approachable, reliable and confident working in a busy environment, with excellent organisational skills and a positive, can-do attitude. You will need to be comfortable managing a varied workload, balancing planned tasks with responding to the needs of colleagues, visitors and the wider organisation.

Job Summary

This is a varied and important role, providing day-to-day administrative and reception support to help ensure the organisation operates effectively and efficiently. As a key point of contact for colleagues, visitors and external enquiries, you will provide a warm, professional and welcoming reception service while supporting administrative operations across our services in Glasgow, Edinburgh, North Lanarkshire and Perth.

Working closely with the Senior Administrator and wider Corporate Services team, you will provide support across a range of areas including HR administration, finance, procurement, facilities, health and safety, meeting coordination and organisational systems. You will also contribute to improving processes, embracing technology and supporting projects that help make our ways of working more efficient.

The successful candidate will be highly organised, proactive and confident in managing a varied workload, with the ability to work independently, respond positively to changing priorities and take ownership of tasks from start to finish. Most importantly, you will share our values and take pride in providing a helpful, responsive and high-quality service to colleagues and visitors across Simon Community Scotland.

Key Responsibilities

• Providing administrative and reception support across Simon Community Scotland services in Glasgow, Edinburgh, North Lanarkshire and Perth, including answering enquiries, welcoming visitors and supporting colleagues.
• Providing administrative support to the Senior Administrator and Senior Leadership Team, including diary and meeting room management, catering and minute taking.
• Supporting HR and finance administration, including staff leave, new starter tasks, petty cash, staff travel, JustGiving reports and processing receipts.
• Supporting procurement, stock management and the coordination of facilities suppliers and maintenance services.
• Maintaining accurate records, filing systems, staff databases and equipment registers across the organisation.
• Supporting routine health and safety checks and maintaining relevant daily, weekly and monthly checklists.
• Providing organisation-wide support with GSuite/Cobry, cyber security and device approvals.
• Contributing to projects and initiatives that improve operational efficiency, including the introduction of automation and more environmentally sustainable ways of working.
• Taking ownership of ad hoc projects and tasks from inception through to completion, ensuring deadlines are met and outcomes are delivered.

Our Values

Inclusion & Participation

We include everyone in the services and resources they need, regardless of their circumstances and ensure each person's voice and influence are heard and felt in everything that we do.

Personalised & Creative

Each person we support is an individual with unique circumstances, needs and future potential which requires a uniquely tailored response.

Warmth & Regard

We see beyond a person's current or past circumstances, recognising their inherent value, worth and potential as human beings.

Partnership & Collaboration

We know we need to work positively with others to deliver a truly inclusive and personalised approach, improve our response and add value to the experience of the people we support.

Supportive & Ambitious

We encourage and support ambition, building on strengths to foster hope for the people we support as well as deliver growth and development for staff and volunteers.

Person Specification

Training & Qualification

Essential

• Must have experience as an administrator, preferably within a health/social care or customer services environment.

Desirable

• Relevant degree / experience.

Experience

Essential

• Creative problem solving skills, willing to take a routine or ad-hoc task to the furthest point of completion possible before requesting additional support.
• Have first class written and verbal presentation skills and the ability to work under pressure.

Desirable

• Experience of working within a healthcare, social care or public sector environment.
• Marketing and social media experience would be highly desirable.

Knowledge & Skills

Essential

• Marketing and social media experience would be desirable.
• Previous experience in basic financial support would be desirable.
• Work autonomously to prioritise and manage your regular and additional tasks to ensure all tasks are completed and deadlines are met.
• Advanced IT skills, particularly GSuite would be advantageous in addition to MS Office packages.
• Proactively learn new technology to improve the performance of the Corporate Services Department.

Desirable

• Understanding of homelessness and social care provision.
• Technologically advanced and the ability to seek solutions to technical problems.
• Working knowledge of office equipment such as chromebooks, laptops, printers would be advantageous.

Personal

Essential

• A fully supportive and integrated team player contributing to effective performance in achieving strategic goals, with a flexible attitude to deadlines if and when required, willing to speak up and coordinate duties.
• You must be a self starter and have a "hit the ground running" attitude and have the ability to cope with interruptions in a constantly changing environment.
• Be highly organised and methodical in your approach to work, with strong planning, organisational skills, and the ability to work independently.

Desirable

• Loves a checklist and just gets on with it.
• Always looks to improve.
• Can think outside the box.
• A sense of humour would be highly advantageous!

To be eligible for this position, we require candidates to either hold British citizenship or have the right to work in the UK. Unfortunately, we are unable to sponsor applications from candidates who do not currently possess the right to work in the UK.