Senior Administrator

4 weeks ago


Edinburgh, United Kingdom Saheliya Full time

**Saheliya Lead Administrator**
**Job Title **Saheliya Lead Administrator **(*Female)**
**Location** 125 McDonald Road, Edinburgh, EH7 4NW (office based post)
**Hours **35hours per week, Monday - Friday, 9.00am - 4:30pm

**Salary ** £21,495- £27,033

**Organisation**

Saheliya is a specialist mental health and well-being support organisation working with women (12+ years) experiencing racial inequality in Edinburgh, Glasgow and other parts of Scotland.

**Purpose of the Job**

To provide effective reception and administration support to Saheliya’s office in Edinburgh. To ensure the smooth running of the office by maintaining and developing administrative systems, overseeing the premises, and line-managing reception and clerical staff and volunteers.

**Main Duties**
- Maintain, improve, and develop organisational administrative systems to ensure efficient running of the organisation.
- Manage premises including best practice health and safety, fire safety, maintenance and repair.
- Ensure all PCs and laptops are updated with the relevant software, anti-virus etc.
- Manage and maintain office filing systems, databases
- Produce and up-date publicity
- Regular updating of website and social media accounts
- Generate reports from the database
- Provide admin support to Finance and HR Managers
- Take minutes at staff meetings
- Ensure that reception of service users and visitors is effective and appropriate: this includes being in the office on time to receive them for the various classes and activities throughout the week.
- Ensure incoming phone calls and referrals are appropriately directed
- Ensure that incoming mail is received, sorted, and outgoing mail is posted punctually
- Order and manage office stationery and supplies
- Regularly check suppliers and maintenance contracts such as electricity, photocopier, telephone and stationery etc are updated, competitive and economical
- Undertaking PVG registration checks for staff and volunteers and ensuring they are timeously updated
- Maintain and update administrative database
- General organisational admin duties including writing letters and photocopying
- Line-manage and support volunteers to provide additional support for the reception and phones.
- Line
- manage and support the cleaner/house-keeper
- Liaise with other members of staff to maintain and develop ongoing effective office systems
- Uphold and promote Saheliya’s ethos to support the empowerment of BAME women.
- Maintain high levels of confidentiality in all areas of work
- Carry out other appropriate duties that further the aims of Saheliya

**PERSON SPECIFICATION**

**Essential requirements**:

- **Female**:

- Robust organisational skills
- Experience of maintaining and developing a broad range of administrative systems
- Ability to work efficiently and prioritise tasks
- Ability to work under pressure and meet deadlines
- Integrity and reliability
- Excellent written and spoken communication skills
- Experience in Microsoft office including word, excel and database
- Experience of website management
- Experience of providing line-management or staff support
- Fluent spoken and written English
- Present a high degree of professional and personal integrity
- Commitment to equal opportunities and human rights
- Ability to maintain high levels of confidentiality
- Ability to work on own initiative and as part of a team
- Willingness to take part in continuing professional development opportunities

**Desirable requirements**:

- Experience of supporting and supervising volunteers
- Experience of administrative duties in a voluntary sector setting
- Knowledge of OSCR and the regulations and legal framework
- Experience of working in a mental well-being or therapeutic setting.
- Experience of working with vulnerable people from BAME backgrounds
- Line-management experience
- An understanding of the voluntary and public sectors within Scotland
- An understanding of the policy context Saheliya works within

**Interview Date: TBC**

or post to

Recruitment, Saheliya, 125 McDonald Road, Edinburgh, EH7 4NW.

**CVs will not be accepted**

**Job Types**: Full-time, Permanent

**Salary**: £21,459.00-£27,033.00 per year

**Benefits**:

- Company pension
- Cycle to work scheme
- Sick pay

Schedule:

- Day shift
- Monday to Friday

**Experience**:

- Administrative: 2 years (preferred)

Licence/Certification:

- PVG (preferred)

Work Location: In person

Application deadline: 23/02/2024



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