administrative assistant Edinburgh, Scotland
Job description
Overview:
To work as part of the administration and central services team base at OPFS HQ to provide administrative support for OPFS HQ, and local services, by accurately, and efficiently, contributing to the operations of OPFS. The postholder will report to the Chief Operating Officer with day-to-day mentoring and support provided by the OPFS Administrator.
The postholder will be expected to operate in line with our values which are:
Justice, Equity, Trust, Collaboration and Compassion.
Specific Duties Include:
General Administration: Record and distribute incoming and outgoing mail, electronic and hard copy, filing, word processing, mail merge, reception duties, booking external meeting space, placing orders for stationery, equipment, and other office items. Keeping an itinerary of IT equipment, including location, and dealing with repairs and faults thar arise. Provide support for HQ based services.
Meeting Room: Provide an efficient and effective setting up and clearing away of audio-visual equipment, refreshments, organising catering if required, and other items for meetings and ensuring rooms used are cleared and ready for further use.
Personnel Admin: Inputting and auditing data within Salesforce HR database, SharePoint, and other systems. Creating, updating, and archiving manual and electronic personnel files. Recording absence records and producing quarterly reports. Archiving files including scanning and shredding. Order ID cards. Collating annual leave data. Regular audits and updates of staff contacts list. Preparing staff letters for contract changes.
Recruitment: Assist in the preparation of dissemination of recruitment packs and advertisements.Distribute recruitment documentation as requested by potential applicants. Record, anonymise, monitor, and collate job applications.
AGM/Conference/Events and Training: Assist in the organisation and administration of events and training.
Health and Safety: Act as a designated Fire Warden. Recording and testing Fire Alarm on a weekly basis. Act as a First Aider. (Training will be supplied).
Personal Specifications
Essential
l Qualifications: Relevant qualification to HNC level or equivalent relevant experience.
l Demonstrable experience of working in a busy office
l Excellent IT skills and good working knowledge of Microsoft systems
l Self-motivated
l Good organisational skills
l Good interpersonal and communication skills
l Commitment to continuous professional development
Desirable
l Previous experience of Salesforce input and reporting and SharePoint
l Experience of working in the Third Sector
l Understanding of single parent challenges
Terms & Conditions
1. Period of appointment: Permanent.Confirmation of appointment is subject to satisfactory completion of a 3-month probationary period, and references.
2. Hours of work: 21 hours per week
3. Salary: OPFS scale points 7 – 11, £19479 - £23809 per annum for full time, pro rata for 21 hours £11687 – £14285.
4. Holidays: Holiday entitlement of 5.6 weeks per annum pro rata for part time.
5. Pension: You will be auto enrolled from your start date. OPFS pays 7% of your salary and you pay a minimum of 3%.
6. Training and support and supervision: You will receive induction training and frequent support in the first three months. Thereafter you will receive monthly individual support and supervision. Regular team meetings will be held, and staff have access to internal and external training.
7. Equal Opportunities and Family Friendly Employment: OPFS aims to be an equal opportunity and family friendly employer. OPFS has Investors in People Silver status.
The role description is a broad picture of the post at the time of preparation. It is not an exhaustive list of all possible duties, and it is recognised that roles change and evolve over time.
Recruitment timetable 2023: Closing date Friday 4th August, interviews week commencing 14th August.
Job Type: Part-time
Part-time hours: 21 per week
Salary: From £19,479.00 per year
Benefits:
- Company pension
Schedule:
- Monday to Friday
Ability to commute/relocate:
- Edinburgh, EH1 3EP: reliably commute or plan to relocate before starting work (required)
Education:
- GCSE or equivalent (preferred)
Experience:
- Administrative: 3 years (preferred)
Work Location: In person
Application deadline: 04/08/2023
Reference ID: Assistant Administrator
