Administrative Assistant

Venesky-Brown’s client, a public sector organisation in Glasgow, is currently looking to recruit an Admin Assistant – Events & Facilities for an initial 3 month contract on a rate of £13.91/hour PAYE – working 37 hours per week. This role will be based onsite in Glasgow.

Responsibilities:

- 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.

- 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.

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

- 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

- Ability to travel and work at our Edinburgh office location, as operationally required

- 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

- Values driven approach to practice, aligned with core organisational values

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

- 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.