CHLH/2509/08 Clerical Assistant 2 (Temporary to 31st March 2026)

High Life Highland; Inverness; On-site; GBP 22,000 - 27,000; Full time

Job summary

A community-focused charity in Inverness seeks an experienced administrator to support various functions, including management of event bookings, clerical tasks, and financial administration. The role requires proficiency in Microsoft Office and strong organizational skills. Join a supportive team that aims to enhance community engagement and morale.

Qualifications

• Proficient in Microsoft Office applications.
• Ability to manage admin tasks efficiently.
• Strong communication skills both verbal and written.

Responsibilities

• Provide high-standard clerical and typing support.
• Manage event bookings and diaries for IBGN.
• Assist with compliance checks and personnel administration.

Skills

Administration skills

MS Office proficiency

Communication skills

Organizational skills

Customer service skills

Job description

Key Duties and Responsibilities

• Actively promote a positive and collaborative workplace culture that supports the Charity’s purpose of Making Life Better and i-care values to increase morale, productivity and performance.
• Provide a high standard of administration clerical and typing support, using MS Office packages as required, including word processing, spreadsheets and preparation of presentations.
• Be responsible for opening, recording and distribution of mail, office cover and other duties.
• Ensure filing, photocopying, record-keeping and statistical information are up to date.
• Make arrangements for meetings, including booking of venues, catering, agenda preparation and minute taking as required.
• Deal with enquiries, including members of the public, referring telephone calls to appropriate members of staff and giving information or taking messages as appropriate.
• Act as first point of contact for all enquires at IBG and manage bookings. From time to time meet clients face to face.
• Manage event bookings diaries for IBGN.
• Issue invoices and manage payments.
• Process all income from sales, donations, events, grants, direct debits and banking.
• Financial administration including sourcing, ordering and processing of invoices using the organisation’s financial systems and to carry out duties as petty cash holder.
• Personnel administration, including maintenance of staff information, recruitment administration, absence returns, leave recording, timesheets and wages spreadsheet.
• Assist with making staff travel arrangements, and checking of staff travel and subsistence claims.
• Maintain security of the reception at all times, adhering to data protection policy and ensuring confidentiality is preserved.
• Display and monitor current information regarding activities, customer notices and display boards.
• Assist in managing social media accounts for IBGN including liaising with Corporate Marketing and Communications Team.
• Provide office cover for other areas of HLH when required.
• Keep reception, office, toilets and public areas clean and tidy.
• Carry out building integrity check and report defects found.
• Assist with compliance checks; fire alarm, first aid boxes, fire extinguisher, etc.
• Development of sales area, from selecting and ordering stock to display and stocktaking.
• Maintain and improve established administration systems.
• Pursue continuous professional development and contribute to the continuous improvement of Inverness Botanic Gardens and High Life Highland as a whole. Attend and undertake any training online or in person.
• Aim to reduce wastage and uphold our environmental values of being as sustainable as possible in all tasks.
• Assist and support other areas of High Life Highland with particular projects, training or in the event of holidays or sickness working cross-functionally across the Inverness Botanic Gardens team.