Senior Administrator

ASA International Ltd; Aberdeen City; Hybrid; GBP 15,000 - 22,000; Full time

Job summary

ASA Recruitment’s client, a public sector organisation in Aberdeen, seeks a Senior Administrator for a hybrid role on an initial 2-month contract at c.£13.60/hour PAYE (experience‑based).

Responsibilities include calendar management, CRM upkeep, project tracking, bookkeeping support and board-level administration. You’ll work closely with SMT and external partners, ensuring efficient, compliant operations.

Qualifications

• Qualified in administration or related field (e.g., Business Administration, Office Management).
• Experience using Office 365 (Word, Excel, PowerPoint, Outlook).
• Familiarity with CRM systems and project management software.
• Experience with bookkeeping/financial administration and accounting systems.
• Diary/calendar management and multiple schedule coordination.
• Strong organisational skills and attention to detail.
• Excellent written and verbal communication with stakeholders.
• Experience supporting senior management and leadership teams.
• Digital filing and data management proficiency.
• Self-motivated, proactive, and capable of independent decision‑making.
• Ability to manage upwards and build internal/external relationships.

Responsibilities

• Carry out daily administration tasks to support delivery of organisation goals.
• Improve office procedures for efficiency and productivity.
• Manage SMT calendar, meetings, events and appointments.
• Maintain digital filing in line with data management policies.
• Provide admin support to SMT including diary and event logistics.
• Oversee office supplies and inventory management.
• Support events with equipment booking and logistics.
• Maintain charity CRM data and communications.
• Support project teams using PM systems to track tasks.
• Assist with bookkeeping and financial records maintenance.
• Prepare monthly HR records including leave tracking.
• Support funds distribution administration.
• Monitor policy review dates and ensure regulatory compliance.
• Be main point of contact for staff, external partners and public.
• Organise board/organisational meetings, agendas, minutes, actions.

Skills

Office 365

CRM systems

Project management

Bookkeeping basics

Diary management

Communication skills

multitasking

Education

Administration qualification

Tools

Office software

Job description

ASA Recruitment’s client, a Public Sector organisation in Aberdeen, is currently looking to recruit a Senior Administrator on a hybrid basis, on an initial 2-month contract (with potential extensions) on a rate of c.£13.60/hour PAYE (based on experience).

Responsibilities

• Carry out daily administration duties, activities and tasks as required to contribute to the delivery of the organisation’s vision and aims.
• Implement, monitor, and continually improve office and administrative procedures to ensure efficiency and productivity.
• Manage the charity’s calendar, including coordinating meetings, events, and appointments for senior staff.
• Carry out and oversee the organisation’s digital filing systems and, ensuring that documents are stored and maintained efficiently in line with the charity’s data management policies.
• Provide office and administrative support to the senior management team (SMT), including diary management and logistical support for meetings and events.
• Manage office supplies, equipment, and inventory, ensuring stock levels are maintained and orders are placed in a timely manner.
• Assist the team with events, maintaining the event equipment inventory, booking and scheduling equipment use, and providing administrative support for event logistics.
• Maintain and update the membership section of the charity’s CRM system, ensuring accurate data and timely communication.
• Support project teams by using project management systems to track staff task progress and completion.
• Assist with bookkeeping duties, including the maintenance of financial records and support for budget monitoring.
• Prepare monthly HR records, including tracking leave and other personnel administration.
• Provide administrative support for our management and distribution of funds.
• Monitor policy and procedural review dates, ensuring that the charity’s documentation is regularly updated and compliant with relevant regulations.
• Serve as the main point of contact for the charity, managing incoming telephone and digital communications.
• Act as the first point of contact for all queries from staff, external partners, and the public.
• Organise and support board and organisational meetings, including preparing agendas, taking minutes, and coordinating follow-up actions.

Essential Experience

• Recognised qualification in administration or relevant field (e.g., Business Administration, Office Management, etc.).
• Excellent understanding and practical experience with Office 365 tools, including Word, Excel, PowerPoint, and Outlook
• Understanding of CRM systems and project management software.
• Experience with bookkeeping or financial administration, including familiarity with accounting systems.
• Experience in diary and calendar management, including the coordination of multiple schedules.
• Highly organised, with exceptional attention to detail and the ability to manage multiple tasks and priorities.
• Strong ability to manage office procedures and ensure that administrative systems are maintained effectively.
• Effective communication skills, both written and verbal, with an ability to engage with a range of stakeholders.
• Experience in supporting senior management and working with leadership teams.
• Excellent digital filing and data management skills, with the ability to implement and maintain efficient systems.
• Proactive, self‑motivated, and able to take initiative and make decisions where appropriate.
• Ability to manage up and support senior management with minimal supervision.
• Strong interpersonal skills, with the ability to build relationships both internally and externally.

Desirable Experience

• Experience in working with a small charity or non‑profit sector.
• Knowledge of charity governance, including board meeting procedures and legal documentation.
• Experience in managing or supporting HR‑related tasks such as record keeping, leave management, etc.
• A solutions‑oriented mindset with the ability to adapt to an agile fast‑paced work environment.
• Demonstrates a commitment to the charity’s values and mission, showing empathy and understanding in interactions.
• Flexible and dependable, with a strong sense of responsibility and ownership over tasks.