Organisation: The National Trust for Scotland
Location: Balnain House, 40 Huntly Street, Inverness, IV3 5HR
JOB PURPOSE
You will be responsible for providing administration support to the Office Manager and wider team based at Balnain House, Inverness and across the Highland & Islands region. You will ensure all general administration is undertaken diligently, efficiently and carried out within the Trust’s procedures and policies.
KEY RESPONSIBILITIES AND ACCOUNTABILITIES
* Reception (operating switchboard, entry buzzer system)
* Ensure all staff and visitors are given H&S Induction to the building
* Property correspondence (mail, email, and telephone)
* Filing and record-keeping, in digital and hardcopy, ensuring compliance with data protection regulations
* Meeting’s support (bookings, support documentation)
* Data entry of deliveries – weekly, monthly, and ad hoc
* Diary Management
* Support with developing and preparing reports, and/or presentation material
* Purchase ordering and coordination with suppliers
* Balnain Office Staff - provide support as required
* Maintain First Aid box, replenishing stock as and when required
* Stock control/ordering for Balnain House
* Assisting the office management team in Health and Safety compliance, including the reporting of accidents and incidents, and maintenance of the property’s Safe System of Work documents
You must be flexible to meet the needs of the property.
Department specific – visitor services
* Embod a the Trust’s values
* Provide excellent customer service and care to all staff, visitors, and volunteers.
QUALIFICATIONS, SKILLS, EXPERIENCE & KNOWLEDGE
Qualifications
Essential
* Qualification in business administration – HND or Diploma – or relevant experience.
Experience
Essential
* Ability and competence to intermediate level in MS packages – Word, Excel, Outlook and Powerpoint.
* Possess excellent communication skills (written and oral).
* Must be diligent and accurate with excellent eye for detail.
* Excellent customer care skills.
* Well-developed time management and organisation skills – ability to prioritise workload.
Desirable
* Previous experience providing administrative support to several different departments highly desirable.
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