Key Duties and Responsibilities
* Actively promote a positive and collaborative workplace culture that supports the Charity’s purpose of Making Life Better and i-care values to increase morale, productivity and performance.
* Provide a high standard of administration clerical and typing support, using MS Office packages as required, including word processing, spreadsheets and preparation of presentations.
* Be responsible for opening, recording and distribution of mail, office cover and other duties.
* Ensure filing, photocopying, record-keeping and statistical information are up to date.
* Make arrangements for meetings, including booking of venues, catering, agenda preparation and minute taking as required.
* Deal with enquiries, including members of the public, referring telephone calls to appropriate members of staff and giving information or taking messages as appropriate.
* Act as first point of contact for all enquires at IBG and manage bookings. From time to time meet clients face to face.
* Manage event bookings diaries for IBGN.
* Issue invoices and manage payments.
* Process all income from sales, donations, events, grants, direct debits and banking.
* Financial administration including sourcing, ordering and processing of invoices using the organisation’s financial systems and to carry out duties as petty cash holder.
* Personnel administration, including maintenance of staff information, recruitment administration, absence returns, leave recording, timesheets and wages spreadsheet.
* Assist with making staff travel arrangements, and checking of staff travel and subsistence claims.
* Maintain security of the reception at all times, adhering to data protection policy and ensuring confidentiality is preserved.
* Display and monitor current information regarding activities, customer notices and display boards.
* Assist in managing social media accounts for IBGN including liaising with Corporate Marketing and Communications Team.
* Provide office cover for other areas of HLH when required.
* Keep reception, office, toilets and public areas clean and tidy.
* Carry out building integrity check and report defects found.
* Assist with compliance checks; fire alarm, first aid boxes, fire extinguisher, etc.
* Development of sales area, from selecting and ordering stock to display and stocktaking.
* Maintain and improve established administration systems.
* Pursue continuous professional development and contribute to the continuous improvement of Inverness Botanic Gardens and High Life Highland as a whole. Attend and undertake any training online or in person.
* Aim to reduce wastage and uphold our environmental values of being as sustainable as possible in all tasks.
* Assist and support other areas of High Life Highland with particular projects, training or in the event of holidays or sickness working cross-functionally across the Inverness Botanic Gardens team.
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