CHLH/2511/07 Clerical Assistant 2

High Life Highland; Inverness; On-site; GBP 20,000 - 25,000; Full time

Job summary

A charitable organization in Inverness seeks an Administrative Support professional to enhance organizational effectiveness. Responsibilities include promoting workplace culture, managing financial processes, and providing HR support. Candidates should have strong organizational skills and proficiency in Excel. Join a dynamic team and contribute positively to the community while upholding environmental values.

Qualifications

• Strong administrative and organizational skills.
• Ability to maintain confidentiality and manage sensitive information.
• Proficiency in Excel for managing data and reports.

Responsibilities

• Promote a positive workplace culture.
• Provide high-quality administrative support.
• Handle financial processes and supplier agreements.
• Manage staff travel arrangements.
• Act as the first point of contact for general inquiries.

Job description

KEY DUTIES AND RESPONSIBILITIES INCLUDE:

1. 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
2. To provide high quality administrative support and to be responsible on a day to day basis for all requests and for ensuring work is co-ordinated and completed within timescales
3. Following financial processes, guidance and systems including cashing up, raising of new supplier agreements, purchase orders, invoices, receipts and ensuring timely payment. (full training will be provided)
4. Ensure confidentiality, filing, photocopying, record-keeping and statistical information are up to date and dealt with in accordance with General Data Protection Regulations.
5. Assist with staff travel arrangements, checking of staff travel and subsistence claims
6. Act as first point of contact for general enquires at Inverness Castle Experience and support management of general ticket and event bookings
7. General human resources and administration for payroll, including maintenance of staff information, recruitment administration, absence returns, leave recording, timesheets and wages spreadsheet maintaining confidentiality, following General Data Protection Regulations
8. Deal with enquiries and liaise with managers as needed, providing information and taking messages as appropriate, including referring to appropriate members of staff and ensuring contacts receive responses
9. Assist with the full range of requirements for meetings and any ad hoc requirements. This could include issuing e-diary invites, arranging venues and refreshments, drafting agendas, ensuring regular agenda items are scheduled, follow up on actions, taking minutes/notes and co-ordination of visits to Inverness Castle Experience
10. Work closely with team colleagues to provide high quality administrative support and reports for the management team
11. To assist managers with the co-ordination and administration of statutory and post specific training, which could include liaising with trainers and issuing invites to relevant staff
12. To assist with the collation of monthly absence returns using excel spreadsheets
13. Ensure that all processes within the remit of the post are undertaken in accordance with procedure and carried out timeously
14. To co-ordinate approvals and distribution of any, all staff emails and information throughout as required.
15. Identify and progress ideas and improvements within the team in conjunction with others as needed.
16. Pursue continuous professional development and contribute to the continuous improvement of Inverness Castle Experience and High Life Highland as a whole
17. Attend and undertake any training online or in person
18. To work on a rota basis covering the shifts flexibly within the team, which will include some early evenings, weekends and bank holidays
19. Aim to reduce wastage and uphold our environmental values of being as sustainable as possible in all tasks
20. Assist and support colleagues at Inverness Castle Experience as required and areas of High Life Highland with particular projects, training or in the event of holidays or sickness