Job Purpose Summary
The Administrative Support - North role is part of NatureScot’s National Operations North team. The purpose of this post is to coordinate effective administrative support to both Golspie & Kirkwall offices, working closely with the Golspie Office Manager & the wider support team. The post covers a full range of general administrative functions, as well as assisting with office facility management. We are looking for a versatile individual who wishes to utilise and develop their administrative skills. This role would suit someone who enjoys working with others, keen to learn & can adapt to a reactive work environment. The role includes regular travel to the Orkney office; the post holder must be willing to spend short periods of time working at other locations.
Areas of Responsibilities
1. Assist the Golspie Office Manager with office & facility management tasks, along with providing cover during periods of their leave
2. Responsible for the effective running of the Kirkwall Office, providing admin & facility management support, with regular visits to the office
3. Assist the Golspie Office Manager with Health & Safety procedures, including weekly fire alarm testing & local office, vehicle & staff first aid kit management
4. Manage pool vehicles based at Golspie & Kirkwall as Local Vehicles Officer (LVO), ensure monthly vehicle inspections and any repairs, servicing/MOT works are carried out. Assist with the management of local electric charging points
5. Manage all information and data in accordance with corporate policy as Records Liaison Officer (RLO) for local offices. Maintain both the electronic & physical filing system, including file review
6. Assist with financial processing, procuring items as and when required through Government Procurement Card (GPC) or purchase order, raised through Fusion
7. Arrange bookings for North team travel and accommodation, in accordance with clear instructions
8. Log cases onto the Casework Management System in liaison with Operations Officers
9. General administrative duties assisting Operations staff with day-to-day requirements, including mail merges & minute taking
10. Responsible for the day-to-day operation of systems and equipment. Lead contact for IS
11. Updating the database for Designated Areas (MIDAS) & Contacts Database
Essential Skills
12. Relevant administrative experience, associated with this role
13. Well-developed IT skills, competent with MS Office suite with an aptitude for learning and using Oracle based applications
14. Experience of financial processing and purchasing
15. Good organisational and time management skills with ability to work independently with initiative and as part of a team
16. Good communication skills, both written and verbal, including communicating with a variety of colleagues and external contacts
17. Understanding of health and safety policies and procedures relevant to this role, and the quality outputs and standards required
18. Ability & willingness to spend short periods of time away working from other locations, including overnight trips
Desirable Skills
19. An interest in the natural heritage and the role of NatureScot
20. Full, clean driving licence, or be able to call on alternative means of transport