Job Description

Venesky-Brown’s client, a public sector organisation in Glasgow, is currently looking to 2 x Administrator Receptionists for initial 4-6 week contracts on a rate of £12.96/hour PAYE – working 36 hours/week - Monday – Friday with one person working 8am-4pm and the other 10am-6pm, alternating between the different shifts on a weekly basis. These roles will be based onsite in Glasgow.

Responsibilities:

- Act as a point of contact for staff, students, visitors, contractors and members of the public, in person, over the phone and via email. Respond to a wide range of queries and resolve issues independently.

- Ensure the reception environment, atrium and meeting rooms are kept clean and tidy

- Provide administrative and organisational support for a wide variety of events and festivals

- Monitor events and space bookings, managing the events calendar to accommodate last minute changes and requests and avoid potential clashes.

- Manage a secure access system which has over 1000 users plus visitor cards. 

- Manage the smart locker system (600 plus lockers) providing advice and guidance for users

- Collate data on room occupancy and building usage using various sources, producing reports

- Raise requisitions for general supplies, items and services, reconciling all corresponding paperwork.

- Manage a database of c. 550 building residents

- Produce and monitor content displayed on the network of digital signage screen

- Any other ad hoc administrative duties as required

Essential Skills:

- Either the ability to demonstrate the competencies required to undertake the duties associated with this level of post, having acquired the necessary knowledge and skills in a similar role OR Scottish Credit and Qualification Framework level 5 or 6 (National 5 or 6, Scottish Vocational Qualification level 2 or 3) or equivalent, and experience of personal development in a similar role.

- Excellent knowledge of Microsoft Office applications, including Word, Excel, PowerPoint, Teams and Outlook

- Detailed working knowledge of financial administration/procedures.

- Knowledge of Agresso or similar Finance system

- Detailed working knowledge of ONELAN Content Management system (or similar)

- Proven excellent administrative and clerical skills demonstrating accuracy and attention to detail.

- Excellent planning, organisation, time and workload management skills with proven ability to multi-task, prioritise diverse tasks and demands, and meet deadlines whilst delivering high quality support to colleagues.

- Excellent customer service and communication skills with the ability to liaise and communicate professionally with a wide range of people and deal with issues using tact, diplomacy and discretion

- Ability to use initiative and exercise judgement to resolve issues independently, consulting with senior colleagues as appropriate.

- Ability to work proactively and flexibly, adapting to changing priorities or requirements.

- Self-motivation and proven ability to work independently as well as part of an extended team.

- Excellent IT skills

- Flexibility to cope with and adapt to change

- Relevant experience of providing administration support in an environment with competing demands.

- Experience of managing and maintaining databases, extracting and analysing data to produce reports for a senior management audience.

- Experience of using ONELAN Content Management System (or similar)

- Substantial and current experience of delivering and exceeding customer expectations within a fast-paced customer-focused environment, e.g., reception, welcome/information point or front of house, which includes administrative duties.

- Experience of communicating effectively with colleagues at all levels and across organisational boundaries.

- Experience of planning, organising and setting priorities, applying initiative and independent judgement to achieve objectives

- Proven experience of problem solving and decision making, involving independent analysis and judgement.

Desirable Skills:

- Willingness to develop new skills and knowledge when required.

- Purchasing/financial experience and use of Agresso or similar financial management tool

If you would like to hear more about these opportunities please get in touch.

INDADMIN