Administration Officer

Description

Our client in Aberdeen are looking to recruit an Administration Officer on a temporary basis up until March 2020. It is a full-time post for 37 hours per week. The post holder will be based in our client’s head office in Aberdeen and will report to the Office Manager

Typical working week will be Monday – Friday with a rate of £10.60 per hour plus holiday accrual

Overview of the role:

This post will be part of an established team that provides general administration support. The postholder will work closely with colleagues providing them with support to ensure delivery of duties as directed by the Office Manager. The post holder will also work as part of the Corporate Support team and will be actively encouraged to offer and develop ideas to improve the service we provide

Main Duties
* Act as first point of contact with visitors to Head Office and provide a brief on local points of note including safety and facilities information
* Manage and monitor the Stakeholder Management System
* Minute taking for meetings across branches and with external stakeholders
* Responsibility for booking all travel and accommodation for staff and external stakeholders in accordance with policies and procedures
* Administration of travel, accommodation and subsistence record keeping which includes maintenance of budget commitments and expenditure in order to ensure that the budgetary position is up to date for reporting purposes
* Provide administrative support including photocopying, answering routine enquires, processing incoming and outgoing mail along with any other duties as they arise
* Provide cover across a range of generic and Branch specific tasks for Administration Team colleagues during times of planned and unplanned absences
* Budget control and administration of stock levels to ensure stationery in head office is adequately maintained and distributed
* Development and distribution of a range of official certificates and letters in line with role requirements
* Work closely with colleagues across Branches to source and process information as and when required
* Be responsible for the organisation of meetings for internal staff, and external stakeholders, including booking of conference rooms and arranging refreshments as and when required
* Administration of internal computer filing systems
* Facilitation of Branch and Board meetings including provision of agendas and papers for hosts and attendees
* Responsibility for issuing information letters and consultation documents, in both electronic and hard copy versions
* Collation of data and issuing food safety and allergy alerts
* Administration of databases through developing and reporting on monthly statistics

Essential Criteria
* Excellent administration and organisational skills
* Excellent verbal and written communication skills and confidence in engaging with a range of people at all levels
* Motivated and well organised with the ability to use own initiative to work at times with limited supervision and under pressure
* Good IT skills with a working knowledge of Microsoft Office

Competencies
* Self-Awareness
* Information Management
* Communication and Engagement
* Team Work

If the role of Administration Officer in Aberdeen is of interest please apply today with an up to date CV

ASA Recruitment is one of Scotland’s largest independent multi-sector recruitment agencies. We specialise in providing effective tailored solutions for permanent, contract and temporary employment requirements for our Clients and Candidates. We are members of the REC and are ISO certified.

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