Permanent post, subject to 6-month probationary period
Are you a highly organised professional with a sharp eye for detail? We are looking for a reliable Administration Assistant to join our Glasgow-based team 4 days a week.
This is a varied role that requires a proactive "can-do" attitude. You’ll be responsible for onboarding staff, recruitment checks and daily HR duties, assisting with accounts, and ad-hoc administration tasks. All whist balancing the workload with essential routine tasks and fast-paced multitasking.
The Role
In this position, you will manage your own workload and ensure nothing falls through the cracks. Your day-to-day will include:
1. Workflow Management: managing correspondence, and maintaining digital and physical filing systems.
2. Data & Compliance: Handling repetitive administrative tasks with high accuracy and speed.
3. Operational Support: Assisting with basic HR documentation or financial/accounts processing (experience in these areas is a major plus).
4. Problem Solving: Acting as the go-to person for office enquiries and ensuring a seamless office environment.
What We’re Looking For
5. Admin Pro: Proven experience in a busy administrative role.
6. Attention to Detail: You’re someone who spots the small errors others might miss.
7. Organisational Skills: A natural ability to multitask and prioritise a shifting to-do list.
8. Self-Starter: You are comfortable working independently and managing your own time effectively.
9. Bonus Skills: Previous experience in HR administration or basic book keeping/accounts will move your application to the top of the pile.
Why Join Us?
· Generous 32 days annual leave, rising incrementally after 5 years to a limit of 42 days
· 4% employer contributory pension (above minimum legally required)
· Supportive and Friendly Teams
· Investors in people (Silver) employer
· Regularly awarded 6 stars from the Care Inspectorate
· Death in service insurance (2 x annual salary)
· Critical illness insurance (lump sum payment if diagnosed with certain critical illnesses)
· HSF Health Plan membership
· Perkbox Membership
· Opportunities for progression with our active succession policy
We offer a friendly, supportive working environment right in the heart of Glasgow. This 4-day-a-week position offers a fantastic work-life balance for an administrative professional who takes pride in their work.
Key Responsibilities
General Administration
10. Act as a first point of contact by answering incoming telephone calls and responding to emails in a professional and timely manner.
11. Ensure all enquiries are handled efficiently or escalated appropriately.
12. Provide administrative support across the HR team as required.
HR Administration Support
13. Assist the HR Administrator with day‑to‑day HR tasks, ensuring deadlines are met and records are maintained accurately.
14. Add new candidates and employees to the HR software system and complete all associated new starter documentation.
15. Prepare, issue, and track new starter paperwork, ensuring data is accurate and complete.
16. Request employment references, monitor responses, and follow up where required.
Record Keeping and Compliance
17. Maintain accurate staff sickness records and provide regular updates to managers. Ensure the staff sickness policy is being correctly followed and all relevant trigger information is sent to management.
18. Assist with Scottish Social Services Council (SSSC) and PVG registration processes, including record keeping and renewals.
19. Create, maintain, and update personnel files in electronic formats.
20. Scan and archive leavers’ files in line with data protection and retention policies.
21. Support GDPR compliance by handling personal data sensitively and securely.
Benefits and Payroll‑Related Administration
22. Add new staff members to the staff benefit package
23. Add new staff to new to payroll spreadsheet
24. Maintaining pension records with pension provider
Book keeping
· Input of supplier / sales ledger invoices
· Credit control
· Assisting with service user finances
Communications and Engagement
25. Collate information from across the organisation for inclusion in the staff newsletter.
26. Assist with formatting and preparing content to agreed deadlines.
Meetings and Support
27. Attend regional meetings as required and provide accurate minute‑taking.
28. Distribute minutes and action points in a timely manner and follow up where necessary.
Continuous Improvement
29. Identify opportunities to improve administrative processes and suggest more efficient ways of working.
30. Provide cover for colleagues during periods of absence, where required.
Administration Support - Person Specification
Essential
31. Excellent attention to detail with the ability to produce accurate and well‑organised work.
32. Ability to work on own initiative with minimal supervision.
33. Strong organisational and time‑management skills.
34. Confident using IT systems, including Microsoft Office (Word, Outlook, Excel).
35. Ability to handle sensitive and confidential information with discretion.
36. Effective written and verbal communication skills.
37. Ability to prioritise a varied workload and meet deadlines.
Desirable
38. Previous experience in an administrative or HR support role.
39. Knowledge or experience of HR systems or databases.
40. Experience of minute‑taking.
41. Familiarity with SSSC and PVG processes.
42. Xero accounts experience
43. Understanding of data protection and confidentiality requirements.
Personal Qualities
44. A proactive and positive approach to work.
45. Willingness to learn and develop new skills.
46. A strong team player who can also work independently.
47. Flexible and adaptable to changing priorities.
48. Committed to contributing to continuous improvement within the team.