Clerical Assistant - Evening & Weekend Reception

Rossie; Montrose; On-site; GBP 27,000 - 32,000; Part time

Job summary

A community support organization in Montrose is looking for a part-time reception and administrative assistant. The role involves providing clerical support, welcoming visitors, and managing daily operations at the front desk. Ideal candidates should possess strong organizational and communication skills, as well as a thorough knowledge of Microsoft Office packages. Evening and weekend availability is crucial, and a full clean driving license is essential for this position. Salary ranges from £27,491 to £31,913 pro rata.

Qualifications

• Previous work in a reception/office environment is essential.
• Ability to manage filing systems and appropriate record keeping.
• Full Clean Driving Licence is required.

Responsibilities

• Provide general administration, clerical, and reception duties.
• Welcome employees and visitors, managing sign in/out.
• Assist with word processing and clerical tasks as required.

Skills

Microsoft Office proficiency

Proficient clerical skills

Excellent communication skills

Organizational skills

Numeracy/Cash handling

Education

HNC or above in Admin/Secretarial Studies or similar

Job description

The closing date for completed applications for this post is 9am on Monday 05 January 2026, and it is anticipated interviews will take place on Wednesday 14 January 2026.

Hours: Part Time (average 19.75 hours per week)

Salary: £27,491 - £31,913 (SCP 18 - 25) (pro rata)

A vacancy has arisen for the above post to work within the Reception Area of the Management Support Team. The hours for this post are set against a 3 week evening/weekend working pattern with evenings (week days - Monday to Friday) being 4.45pm – 10.30pm and weekend hours (Saturdays and Sundays) comprising of early shifts 7.45am – 3.00pm and late shifts 2.45pm – 10.30pm.

JOB DESCRIPTION

To provide general administration, clerical and reception duties within Rossie Young People’s Trust. This includes administrative support for internal departments, houses and teams.

To undertake all reception type duties within the central reception area:

• Welcome employees to the reception area and ensure they sign in/out and are issued with/return internal phones
• Issue and signing out of safety equipment, ensuring items not returned are reported appropriately and accounted for
• Refer to central electronic calendar for overview of organisational appointments and car bookings
• Receive all incoming telephone calls and re‑route as necessary, taking relevant messages as required
• Receive all visitors to Rossie and ensure that signing in and security procedures are adhered to at all times
• Receive and record incoming rents from those visitors who have short assured tenancy agreements with Rossie
• Issue required items to employees going on outings using the Rossie fleet of cars
• Ensure appropriate operation of secure doors and report any faults accordingly
• Receive deliveries from suppliers, logging receipt and updating employees of delivery

To provide administration support to internal departments, houses, teams and individuals as appropriate:

• When required, assist with word processing tasks e.g. letters and maintain appropriate recording log for ease of retrieval
• Provide assistance as directed by the Team Manager and Service Head including filing, photocopying and other clerical tasks as required
• Ensure adequate supplies of admission packs are available for distribution to relevant parties
• Maintain stocks of relevant forms/paperwork

Carry out daily and weekly petty cash duties in conjunction with Team Manager and Service Head:

• Distribute petty cash in line with procedures at appropriate times in the working day
• Providing administrative documentation and monies for young people’s home leave arrangements as directed by relevant employees
• Balance petty cash at required intervals throughout the day

Participate in maintenance of number of recording systems on a regular basis as determined by Team Manager and Service Head:

• Maintenance of recording systems for petty cash and young people’s accounts
• As requested, perform data entry onto relevant recording systems
• Record and maintain information on young people admission/discharge/transfer including updating of recording systems
• Setting up and maintenance of new and existing recording systems as required
• Contribute to security processes required on receipt of incoming items from visitors

Partake in general administrative duties as directed by Team Manager and Service Head:

• Use and maintenance of all office machinery as necessary including printers, photocopiers, laminator, binder, scanner etc.
• Maintaining of adequate stock levels for Rossie ensuring that relevant procedures and processes are adhered to
• Ensuring that incoming and outgoing mail procedures are followed accurately and timeously
• Maintain a number of filing systems within the Management Support Team
• Maintenance of the telephone systems within Rossie, including reporting of faults etc.

Please note this job description is to provide a clear and concise statement of the main tasks and activities of the post, and it is not intended as an exhaustive list of every aspect of the post holder's duties. All the above duties will be carried out in line with Rossie policies and procedures.

PERSON SPECIFICATION

Knowledge Base (Essential)

• Thorough knowledge of Microsoft office packages

Qualifications (Desirable)

• HNC or above in either Admin/Secretarial Studies/Customer Care or similar discipline

Experience (Essential)

• Previous work within a reception/office environment

Experience (Desirable)

• Previous experience within a customer care environment

Skills (Essential)

• Proficient clerical skills
• Developed organisational skills
• Maintaining filing systems
• Appropriate record keeping
• Excellent oral and written communication skills
• Listening and understanding skills
• Numeracy/Cash handling

Skills (Desirable)

• Setting up of spreadsheets and databases
• Meeting administration, inclusive of minute taking and transcription

Qualities (Essential)

• Friendly and welcoming
• Professional approach
• Customer focused
• Collegiate
• Work on own initiative as well as part of a team
• Honest
• Reliable
• Ability to multi‑task effectively
• Self motivated

Full Clean Driving Licence - Essential