Senior Administrator

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.

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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