Administrative Support Specialist

3 weeks ago

Paisley, Renfrewshire, United Kingdom Kibble Full time
Main Job Function

As a key member of the Administration team at Kibble, a leading charity working with young people, the successful candidate will provide essential administrative support to managers and staff across the organisation. The role will be based in our main campus, with occasional travel to other locations required.


Main Responsibilities
  • Supporting record management processes to ensure accurate and up-to-date information
  • Ensuring data protection legislation is adhered to, maintaining confidentiality and security of sensitive information
  • Entering and extracting information from various databases, generating reports and maintaining records
  • Minute taking at professional meetings, ensuring accurate and timely documentation
  • Creating, preparing and editing documents, including reports and presentations
  • Archiving, photocopying and scanning documents, maintaining a secure and organised filing system
  • Providing reception cover as needed, ensuring a welcoming and professional environment for visitors
  • Ensuring standardised procedures are followed, maintaining consistency and quality in administrative tasks
  • Performing other administrative duties as required, supporting the team to achieve goals and objectives

Requirements and Qualifications
  • Experience of record keeping and/or archiving, with a strong understanding of data protection principles
  • Proficiency in Microsoft Office, including Word, Access, Excel and Outlook
  • Minute taking experience, with the ability to accurately and efficiently record meeting minutes
  • Previous experience in a busy office environment, with the ability to work independently and as part of a team
  • Qualification in Administration or equivalent, with a strong understanding of administrative procedures and protocols
  • Previous experience in the care or voluntary sector, with a strong understanding of the sector's specific challenges and requirements
  • Excellent communication and interpersonal skills, with the ability to build strong relationships with colleagues and stakeholders
  • Ability to prioritise and manage deadlines, with a strong attention to detail and organisational skills

Notes
  1. This job outline reflects the main tasks and responsibilities of the post holder, however, Kibble reserves the right to alter or amend the content to reflect changes to the job or services provided
  2. All duties must be carried out in a way that promotes equality of opportunity, dignity and respect for all individuals, consistent with Kibble's stated policy on equal opportunities
  3. The successful candidate will be subject to PVG Scheme Membership, with previous convictions not automatically disbarring them from working at Kibble
  4. Appointments will be subject to a twelve-month probationary period

Benefits

Kibble offers a range of benefits, including pension, holidays, employee benefits and access to onsite facilities, including a gym and physiotherapy

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