Administrative Assistant

Venesky-Brown’s client, a public sector organisation in Edinburgh, is currently looking to recruit a Admin Assistant for a 12 weeks contract on a rate of £15.50/hour (PAYE).

Responsibilities

• Travel Bookings – administer complex travel and accommodation requirements as required by using travel on-line booking systems, liaising with travellers and travel provider ensuring requests are dealt with accurately and efficiently.

• Meeting Room Booking Administration and Meeting Room Set-Up – using the room booking system, administer room booking requests, ensure rooms are set up/cleared accordingly to meeting user requirements, arrange/set up catering requirements and production of reports to various 3rd parties. Ensure smooth running of office services in line with procedures and procurement of supplies.

• Reception – provide full reception service, including handling telephone/visitor enquiries, meet/greet visitors in a professional manner and directing appropriately, and franking/mail distribution services.

• Office Security – follow safety and security policies and procedures. Retain records of access card issue/returns, ensuring accurate records are kept up to date. Issue as required staff identity badges.

Essential Skills:

• Proven track record working within frontline customer service, ideally within an office support services environment

• Experience of working flexibly within a busy multi-disciplinary environment

• Experience of working effectively in often rapidly changing situations

• Experience of communicating and influencing across own team, and the wider organisation

• Experience of working both independently and as part of a team, whilst balancing a range of competing priorities

• Ability to work with minimal supervision; to plan and prioritise own workloads; and to meet deadlines

• Flexible approach to learning and problem solving

• Commitment to personal and professional development

• Ability to deal with a range of problems and people with honesty and integrity, showing interest in your work and seeking and valuing the contributions of others

• Physical aspects are required for this role e.g. room set ups, catering services, and clearing rooms

• Ability to communicate effectively with a wide variety of people, internally and externally, both verbally and in written form

• Strong understanding and appreciation of the need for discretion and confidentiality in the workplace

• Highly developed customer service skills, with a helpful, flexible attitude

• Understanding of the need for accuracy and attention to detail

• Proven expertise in using Microsoft 365, in particular Teams, Word, Excel, PowerPoint and SharePoint

• Fast and accurate keyboard skills

• Ability to meet the travel requirements of the post

Desirable Skills:

• HNC in business administration

or

• SCQF Level 7 equivalence via Professional Development Awards; Higher Education Certificates; Modern Apprenticeships; and SVQs

• Experience working within an Events and/or Facilities administration environment

• Experience of working closely with Digital/Technology teams

• Experience administering complex travel and accommodation requirements, online and via the phone.

• Ability to work safely and securely, with an understanding of routine health and safety, security requirements in line with legislation and an organisation’s policies/procedures

• Experience of supporting team meetings, webinars, events and/or conferences online

• Experience of working within a similar environment

• Expertise in using the online booking system Booker and/or similar online booking systems

• Working knowledge of online service desks such as Jira

• Knowledge and experience of implementing and ensuring compliance with company policies & procedures

• Expertise in using online travel booking platforms

• Coaching and/or mentoring of team members

• Understanding of the application of GDPR to the storage and use of personal information and data privacy

• Ability to respond to confidential and sensitive situations with confidence and discretion, utilising tact, diplomacy, and persuasion skills when necessary

• If you would like to hear more about this opportunity please get in touch.