Location
Edinburgh | United Kingdom
Job description
Job Advert: Administrator/ PA
Start Date: ASAP
Contract Length: 8 Weeks initially
Pay Rate: £14.11 per hour
Hours: 37.5 hours per week
Location: Hybrid - Office base either Glasgow (G3) or Edinburgh (EH12)
Duties:
- Provide confidential and professional PA/administrative support service to Consultants and Senior Management. This includes arranging and coordinating diary appointments, managing mailboxes, organising meetings, preparing various documentation, and securing necessary resources as required. Handle telephone enquiries using discretion and initiative, resolving issues appropriately. Investigate possible travel itineraries and coordinate arrangements where necessary.
- Work in multidisciplinary business areas or teams providing services both internally and externally, ensuring efficient administration of these services.
- Provide secretariat services to both PHI/HPS and external national meetings. Prepare agendas, record minutes, and collate papers for meetings. Maintain communications with Chairpersons of the Groups and provide further assistance as required. Organise and maintain email distribution lists and contacts for internal and external stakeholders.
- Coordinate conference facilities for seminars, training, and educational events. Produce and distribute training folders and materials, liaising with external speakers and helping on presentation preparation.
- Maintain an efficient filing and retrieval system, ensuring quick and easy access to necessary information and handling confidential records in accordance with Data Protection Act and company policies on Records Management.
- Provide administrative support during emergency responses, public health incidents, and outbreaks. Monitor mailboxes, communicate important or urgent matters, and act as a point of contact for secretariat, enquiries, and administrative tasks.
- Contribute to the development of administration services, maintaining and improving effectiveness and efficiency. Develop and maintain standard operating procedures as required.
- Use requisitioning system PECOS to raise and receipt purchase orders with self-authorisation up to authorised amount. Follow Standing Financial Instructions and liaise with budget holder and local finance team when appropriate.
- Maintain and support administration of various electronic databases and systems, entering and verifying data, and producing reports as required. Provide general administrative support to other staff within the group and resilience to other areas of PHI/HPS as required.
Essential Skills/Qualifications:
- HNC in Office Administration or related subject, or equivalent experience in administrative and secretariat roles, demonstrating initiative and prioritisation skills while maintaining confidentiality.
- Advanced keyboard skills to produce well-presented documents quickly and accurately.
- Team player with excellent interpersonal communication skills and well-developed organisational ability.
- In-depth knowledge of standard office software packages (e.g., Microsoft Word, Excel, Outlook, PowerPoint).
- Accurate minute-taking and audio skills.
- Desire to update office skills through appropriate courses and workshops to continually improve competency and efficiency.
- Ability to identify potential areas for enhancement of office procedures and to develop and update skills as identified in the company performance appraisal system.
If you possess the required skills and experience, we invite you to apply for this rewarding role on this advert with your CV. Join our client's dynamic team and make a difference!
Job tags
Salary
£14.11 per hour
