Administrative Assistant

**Introduction and Background**

As a result of continued expansion, the Port of Inverness is looking to appoint an Administrative Assistant to its busy office in Inverness.

The Port of Inverness is one of the oldest established businesses in the Highlands. The Port can trace its origins back to the early 12th Century and is operated as a Trust Port under the guidance of the Trustees of Inverness Harbour. The Trust was formed by an Act of Parliament in 1847. Trust Ports are independent statutory bodies, governed by their own local legislation and, run by independent boards who manage the assets of the Trust on behalf of and for the benefit of its stakeholders.

The Port is one of the major economic hubs of the Highlands and provides a vital gateway for companies in the north both to export and import a wide variety of goods. It is also one of Scotland’s most sheltered natural deep-water ports and as a result the Port can offer ships almost guaranteed access irrespective of the weather.

The Port has ambitious plans for growth that include several major infrastructure projects as well as assisting both existing and new port users to grow and expand. The Port also plays an important role in the region’s drive to net zero.

The Port lies close to the city centre and thus has excellent communication links not only with the city but the surrounding wider region. The Port Office is on Longman Drive.

**The Role**

The need has now arisen to recruit an Administrative Assistant to join the small Port Executive Team that is responsible for running the business on a day-to-day basis. Reporting to both the Administrator and Chief Executive the successful applicant will be involved in a broad range of functions to include the following:

- General administration duties involved in running an office
- Finance function that includes invoicing, VAT returns, purchase ledger, dealing with port users in relation to both pilotage and cargo reconciliation. There will also be responsibility for preparing monthly cash flow statements and input for the Quarterly Management Accounts as well as the Annual Audit
- Assist with the preparation of monthly reports for both the Chief Executive and Board
- Attend Board meetings (normally 6 per annum) and monthly Health & Safety meetings to take minutes and disseminate actions
- Organise relevant corporate travel
- Manage and update key business performance indicators
- Social Media: the Port has an active social media presence as well as a redesigned website and the appointee could take on responsibility for updating news stories across all platforms
- Annual Insurance: Assist the Chief Executive with the annual insurance renewal for all Port operations

**Terms and Conditions**

This is a full-time position and will be based at the Harbour Office, Longman Drive, Inverness. Other terms and conditions are as follows:

- Hours: 37.5 per week
- Salary: £25,000 per annum
- Private Health: a private health care plan is provided for employees
- Holidays: 37 days, including public holidays
- Profit Share: all permanent staff are entitled to benefit from the Port’s Profit Share Scheme providing they meet the qualifying requirements

**Qualifications and Training**

Ideally the successful applicant should have worked in an office environment and be able to work under their own initiative, however consideration will also be given to individuals who are looking to establish and develop their career as full training and induction will be provided. A working knowledge of Sage Financial Software Package would be an advantage but not a pre-requisite.

The Port also has a comprehensive training matrix and staff are regularly offered training opportunities that are relevant to their respective role in the Port. The Port also has an Annual Appraisal process.

**How to Apply**

Those wishing to be considered for the post should submit their up-to-date CV together with a supporting statement (no more than one sheet of A4).

Applications are encouraged from all parties, and in particular younger individuals, looking to work in a rewarding and stimulating environment with a clear career progression.

**Equal Opportunities**

**Salary**: £25,000.00 per year

**Benefits**:

- On-site parking

Schedule:

- Day shift

Work Location: One location