Business Support Administrator

Venesky Brown; Haddington; Hybrid; GBP 19,000 - 27,000; Part time

Job summary

Venesky-Brown’s client in Haddington is seeking a Business Support Administrator for an initial 2 month contract at £16.70/hour PAYE, 28 hours per week (9am-5pm, 4 days). Hybrid working is available but role will be mainly office-based.

The role requires attendance, data entry, record maintenance, minute taking and strong MS Office skills. Prior admin/reception experience and confidentiality are essential.

Qualifications

• Educated to Higher Grade/NC/SVQ2 or equivalent.
• Previous experience of working in an office environment.
• Customer Service and/or reception experience.
• Experience of minute taking.
• Effective verbal and written communication skills.
• Skilled user of Microsoft Office Suite such as Word, Excel, Outlook, Teams etc.
• Skilled user of databases.

Responsibilities

• Open, sort, record and distribute mail, both digital and physical.
• Maintain and update manual and computerised record systems and databases.
• Input, extraction and amendment of information for databases and spreadsheets.
• Collect and provide statistics in accordance with procedures.
• Provide support to supervisory group and cover within the department.
• Provide an enquiry/reception service for internal/external clients.
• Answer queries on service areas and refer enquiries as required.
• Deal with enquiries from members of the public where appropriate.
• Utilise office equipment (phones, photocopiers, data imaging, scanning, e-mail, M365).
• Take/prepare minutes and process reports and newsletters.
• Order equipment and resources using adopted systems.
• Book staff on training courses.
• Undertake any other duties as required by management.

Skills

Microsoft Word

Microsoft Excel

Outlook

Microsoft Teams

Databases

Numeracy

Literacy

Communication

Time management

Confidentiality

Education

HNC/SVQ3 in Business Administration

Tools

Microsoft 365

Job description

Venesky-Brown’s client, a public sector organisation in Haddington, is currently looking to recruit a Business Support Administrator for an initial 2 month contract with potential to extend on a rate of £16.70/hour PAYE – working 28 hours per week (9am to 5pm, 4 days per week). This role offers hybrid working although will be mainly office based.

Responsibilities:

• Undertake duties in accordance with Data Protection and Security requirements.
• Open, sort, record and distribute mail, both digital and physical.
• Collate, distribute, forward, file and circulate documentation/information as required.
• Be responsible for the maintenance and updating of both manual and computerised record systems; [such record systems might typically include databases, filing systems, absence/attendance records where required, reference works, circulation lists, registers, payments, receipts, office diaries and indexes].
• Undertake the coding, input, extraction and amending of information for databases and spreadsheets to support management information requirements.
• Collect and provide statistical information in accordance with procedures.
• Provide support to your supervisory group and provide business support cover within the department.
• Provide an enquiry/reception service for internal/external clients.
• Answer queries on the relevant service areas and refer enquiries to an appropriate member of staff, as required.
• Where appropriate, deal with enquiries from, and provide information to, members of the public.
• Provide support by effectively utilising available office equipment e.g. telephones, photocopiers, data imaging and scanning equipment, e-mail, M365 etc.
• Undertake work processing which includes correspondence, newsletters, reports, returns and take/process minutes.
• Order equipment and resources using adopted systems.
• Book staff on training courses.
• Undertake any other relevant duties as required by management.
• Any other appropriate duties, as requested by Management, commensurate with the grade for the post.
• Educated to Higher Grade/NC/SVQ2 or equivalent level and/or able to demonstrate equivalent knowledge, skills and competencies gained through relevant experience.
• Previous experience of working an office environment.
• Customer Service and/or reception experience.
• Experience of minute taking.
• Effective verbal and written communication skills.
• Skilled user of Microsoft Office Suite such as Word, Excel, Outlook, Teams etc.
• Skilled user of databases.
• Numeracy and Literacy skills.
• Effective organisational and time management skills.
• An understanding of trauma informed practice.
• Ability to work on own initiative and flexibly as part of a team.
• Ability to deal with conflicting priorities and demands.
• Ability to work under pressure and to deadlines.
• Ability to plan ahead and prioritise own workload.
• Ability to maintain confidentiality relating to sensitive or personal matters.
• HNC/SVQ3 in a relevant field such as Business Administration or Administration & Information Management or equivalent.