Administrative Assistant

1 week ago

Edinburgh Scotland, Scotland, United Kingdom Venesky Brown Full time

Venesky-Brown’s client, a public sector organisation in Edinburgh, is currently looking to recruit a Research Institute Services Administrative Assistant on a long term contract on a rate of £13.94/hour PAYE. This role will be based in the office in central Edinburgh.

Responsibilities:

- Provide administrative support for all staff, Research Associates, Postgraduates and visitors in a Research Institute with support to the Heads of Research Institute (HoRI) as required.

- Responding to incoming mail, telephone enquiries and using the shared mailbox for all incoming and outgoing institute correspondence.

- Provide day to day support for the running of the Research Institutes including such tasks as: taking minutes, (e.g. Local Safety subcommittee), answering general enquiries from staff and students, processing door access requests, health and safety (reporting building faults), ordering IT equipment, maintaining institute facilities (ordering paper, restocking kitchen supplies etc.) organising collection of obsolete equipment.

- Provide front of house receptionist duties including receiving deliveries, organising courier deliveries/collections, dealing with enquires by telephone, email and in person. (40%)

- Support for new Staff, Students, Visitors etc.

- Assist the Staffing team and the Office with the induction process of all new arrivals in a timely manner.

- Ensuring office/desk arrangements (IT equipment/Staff card/computer account etc.) have been organised in advance of arrival.

- Update all relevant systems, and record on shared team spread sheets all relevant information on a weekly basis. (15%)

- Responsible for the ordering of catering and booking meeting rooms for onsite Institute seminar’s, group/staff meetings for up to 30 individuals, and when required prepare meeting rooms and take minutes. Larger events will be organised by the RIS Administrators and supported by RIS Team Leader. (10%)

- Assist the Research Institute Services Team Leader (RIS TL) with the allocation of desk space within all buildings for staff, students, honorary staff and visitors, by checking reports generated by the Staffing team and Graduate School Office, and updating relevant school systems on a weekly basis. (15%)

- Arranging and booking travel, accommodation and car hire for all institute staff and students as required through the approved suppliers, following set procedures, and providing confirmation in a timely manner. Ensure staff and students are complying with policies relating to risk assessments and the travel insurance policy.

- Update team spread sheets with appropriate information. (10%)

- Administration of visitor applications and registrations using the VRS system including planning for their arrival and induction as per policy. Ensuring office/desk arrangements (IT equipment/Visitor card/computer account etc.) have been organised in advance of arrival. (5%)

- Other appropriate duties as delegated by the RIS Team Leader including providing cover for other members of the RIS team during absences/annual leave etc. which may require working from a different location. (5%)

Essential Skills:

- Relevant work experience in a Higher Education environment.

- Educated to Standard Grade level or equivalent, with relevant work experience.

- Good working knowledge of Microsoft Word, Excel and experience of using email and the internet in a work environment

- Experience of record keeping of various types of data

- Strong organisational skills, with the ability to plan own workload, and take in to account the workloads of others.

- Strong numeracy and literacy skills.

- Strong communication (written and verbal) and interpersonal skills.

- Demonstrates a high level of accuracy and attention to detail.

- A flexible, self-motivated team player.

- Ability to work independently and under pressure and to tight deadlines.

If you would like to hear more about this opportunity please get in touch.

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