Edinburgh
Vacancy listed2025-07-04
Details
Mission Statement
Our long-term vision is to end youth homelessness. Our more immediate mission is to ensure that every young person in Scotland has access to expert youth specific services to assist them to avoid, resolve and move on from homelessness, making it rare, brief, and non-recurring.
Context
Rock Trust is looking to recruit an experienced Receptionist/Administrator to work in our People and Business Support Team. The postholder will work as part of a small team to provide reception and administrative services for the organisation. This involves tasks such as welcoming guests, responding to queries, reporting, and maintaining databases.
In addition to the responsibilities in the Job Description, the successful candidate will be able to demonstrate the following key competencies:
· Working as part of a small team.
· Reliability.
· Ability to Multi-task.
· Ability to work on own initiative.
Reporting to
Senior Administrator
Responsibilities
People Support
* Support recruiting managers with any issues on the HR System during the recruitment stage.
* Work with recruiting managers on the organisation and set-up of interviews, ensuring acknowledgement and unsuccessful responses are sent on time to candidates.
* Manage and maintain the HR, L&D and Volunteer databases.
* Manage and record PVG applications for staff and volunteers.
* Work with the Senior Administrator on completion of on-boarding/offboarding paperwork, including but not limited to, adding/removing starters/leavers from all databases and systems, Lone working App, Occupational Health, mandatory training and references.
* Minute taking including confidential meetings, where appropriate.
Reception, Office and Administration
* General reception duties, such as answering and transferring calls, recording queries, opening and filing of post, and welcoming guests.
* Monitor and action incoming emails in a shared mailbox.
* Assisting all departments with administration support, when required, including supporting the People and Business Support Team with HR, Health & Safety, Volunteer and Learning & Development administration.
* Be responsible for the coordinating and monitoring of “good housekeeping” for Head Office including but not limited to recycling, PPE conducting regular stock takes and procurement of supplies and necessary items for Head Office.
* Organise events/meetings by booking rooms, catering, organising speakers and/or resource packs.
* Working with the People and Business Support Manager and Property Team on the coordination of suppliers, maintenance support and acting as a point of contact – where necessary.
Business Support
· Managing allocated databases, ensuring information is inputted correctly and maintained.
· Generating monthly/quarterly reports to feed into the organisation’s People & Business strategies.
· Support the Senior Management Team with general administration and meeting support, where required.
· Support the People and Business Support Manager and Training Coordinator with the implementation of the People, Volunteer and Learning and Development Strategies.
· Work to a standard compliant with the data protection act.
· Support the Senior Administrator with ad hoc projects, organising ordering and set up of resources.
Leadership and Development
· As part of the Business Support Team, support and promote the activities of Rock Trust and contribute significantly to building a high performing organisation.
· Nurture a culture of Respect, Safety, Positivity and Fairness, that allows our colleagues to thrive, take appropriate risks and learn from mistakes.
· Identify and make recommendations for improvement to contribute to the continuous operational improvement of the organisation.
Other
· To act in accordance with Rock Trust values
· To undertake other duties in line with the role as required.
This job description is not exhaustive. It merely acts as a guide and may be amended to meet the changing requirements of the Rock Trust at any time after discussion with the post holder.
Rock Trust holds the gold award from Investors in People. We are committed to making Rock Trust a fantastic place to work. We provide a range of enhanced benefits for staff, including 25 days annual leave and 10 public holidays, a 6% employer contribution pension scheme, life assurance scheme, employee rewards and enhanced maternity, paternity and adoption leave. A full list of our benefits is available on our website.
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