Job Specification
Job Title: Administrative Officer
Location: On-Site, Lock 9 cottage, The Maltings, Falkirk, occasional travel out in the community and to other bases is required.
Salary: £14.84 (FTE £27, £16.23 (FTE £29,538.60)
Job Purpose:
To provide high-quality administrative and office support across the organisation, ensuring smooth day-to-day operations. The role requires a proactive individual who can work independently and collaboratively to find solutions, manage tasks efficiently, and contribute to a positive and productive working environment.
Key Responsibilities:
1. General Office Operations
* Manage reception and hospitality across both office locations.
* Maintain a well-organised, professional office environment, ensuring supplies and resources are up to date.
* Handle diary management, meeting room bookings, and order supplies.
* Greet visitors, arrange lunches, and coordinate transport.
* Support company events and internal functions as required.
* Manage diary coordination, travel bookings, meeting room scheduling, and hospitality arrangements.
* Respond to telephone, email, and in-person enquiries with professionalism and care.
* Manage outgoing mail, ensuring timely distribution.
* Order and distribute office supplies as needed.
* Maintain finance spreadsheets with diligence and efficiency.
* Maintain accurate records of training activities, attendance, and completion for all company staff.
* Ensure all communications are logged and followed up appropriately.
2. Staff & Management Team Support
* Provide responsive administrative support to staff and management.
* Assist with internal communications, scheduling, and documentation in a professional manner.
3. Financial Administration
* Manage company invoices, expenditure, direct debits, and standing orders.
* Transfer financial data to spreadsheets for bookkeeping and reporting.
* Identify opportunities to improve financial processes and reduce costs.
4. HR Administration
* Support HR processes including onboarding, record-keeping, and compliance.
* Maintain confidentiality and accuracy in handling sensitive employee data.
* Support staff to ensure their Scottish Social Services Council (SSSC) registration is up to date.
* Monitor renewal dates and assist with SSSC payment processes.
* Maintain accurate records of registration status and compliance.
5. Tenancy Administration
* Manage administrative tasks related to person-supported tenancies.
* Ensure accurate documentation and timely communication with relevant stakeholders.
* Manage and maintain property files and tenancy-related correspondence, ensuring records are accurate and up to date.
* Manage bill payments, invoice processing, and the setup of new utility and service accounts for tenancies.
* Record and track key tenancy information, including lease details, check-in/check-out documentation, and maintenance history.
* Plan, book, and coordinate safety inspections and property appointments (e.g., gas safety, electrical checks, routine maintenance).
* Share relevant updates and inspection schedules with the wider team to ensure clear communication and operational awareness.
* Ensure all tenancy processes are carried out to a high standard and in line with organisational policies.
7. Inventory & Supplies Management
* Maintain and manage office inventory, including stationery and hospitality supplies.
* Coordinate refreshment and beverage provisioning (e.g., tea, coffee) for staff and visitors.
8. Training Coordination
* Manage and book staff training sessions as required.
* Maintain accurate records of training activities, attendance, and completion of all staff.
Key Skills & Attributes
* Strong organisational and time management skills.
* Ability to work independently and take initiative.
* Collaborative team player with excellent interpersonal skills.
* Solution-focused mindset with a proactive approach to problem-solving.
* High attention to detail and accuracy. Proficient in Microsoft 365 i.e. excel spreadsheet and word.
* Professional, discreet, and reliable in handling confidential information.
Essential Requirements
* Minimum 2 year's experience in office management, administration, or operations coordination.
* Proficient in Microsoft Excel and Word, with the ability to manage spreadsheets, documents, and reporting tasks confidently.
* Excellent organisational skills, with the ability to manage multiple priorities and deadlines effectively.
* Strong communication skills, both written and verbal.
* Ability to work independently and collaboratively within a team.
* High level of accuracy and attention to detail.
* Experience managing financial processes including invoices, floats, and expenditure tracking.
* Ability to manage confidential information with discretion and professionalism.
* Commitment to safeguarding, equality, and diversity principles.
* Full Driving License with access to a vehicle.
Desirable Requirements
* Knowledge of property management including tenancy administration and maintenance coordination.
* Understanding of Health & Safety requirements and ability to conduct risk assessments.
* Experience coordinating training and maintaining compliance records.
* Experience working in a social care.
* Familiarity with SSSC registration processes and Codes of Practice.
* Formal Qualification in Business Administration, Office Administration, Office Management, or a related field (e.g., SVQ, HNC, Diploma).
Job Type: Full-time
Pay: £27,008.80-£29,538.60 per year
Benefits:
* Casual dress
* Company events
* Company pension
* Free parking
* Referral programme
Work Location: In person