Clerical Assistant 2 (X2 Posts)

High Life Highland; Inverness; On-site; GBP 10,000 - 40,000; Full time

Job summary

An established industry player is seeking a dedicated Administrative Support Officer to join their team. In this dynamic role, you'll provide essential administrative support, ensuring efficient operations at the Inverness Castle Experience. Your responsibilities will include managing financial processes, assisting with HR tasks, and coordinating meetings. You'll be part of a team that values sustainability and continuous improvement, contributing to the overall success of the organization. If you're organized, detail-oriented, and passionate about providing excellent support, this opportunity is perfect for you.

Qualifications

• Experience in providing high-quality administrative support.
• Strong knowledge of financial processes and confidentiality regulations.

Responsibilities

• Provide administrative support and manage requests in a timely manner.
• Assist with financial processes, travel arrangements, and HR administration.

Skills

Administrative Support

Confidentiality

Financial Processes

Communication Skills

Organizational Skills

Excel Spreadsheets

Education

High School Diploma

Relevant Administrative Qualification

Tools

Microsoft Office Suite

E-Diary Systems

Job description

KEY DUTIES AND RESPONSIBILITIES INCLUDE:

1. 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.
2. 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).
3. Ensure confidentiality, filing, photocopying, record-keeping and statistical information are up to date and dealt with in accordance with General Data Protection Regulations.
4. Assist with staff travel arrangements, checking of staff travel and subsistence claims.
5. Act as first point of contact for general enquiries at Inverness Castle Experience and support management of general ticket and event bookings.
6. 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.
7. 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.
8. 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.
9. Work closely with team colleagues to provide high quality administrative support and reports for the management team.
10. 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.
11. To assist with the collation of monthly absence returns using excel spreadsheets.
12. Ensure that all processes within the remit of the post are undertaken in accordance with procedure and carried out timeously.
13. To co-ordinate approvals and distribution of any, all staff emails and information throughout as required.
14. Identify and progress ideas and improvements within the team in conjunction with others as needed.
15. Pursue continuous professional development and contribute to the continuous improvement of Inverness Castle Experience and High Life Highland as a whole.
16. Attend and undertake any training online or in person.
17. To work on a rota basis covering the shifts flexibly within the team, which will include some early evenings, weekends and bank holidays.
18. Aim to reduce wastage and uphold our environmental values of being as sustainable as possible in all tasks.
19. 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.