Business Administrator

Job Description

Our client, a highly respected Public Sector establishment, based in Glasgow City centre, require a Business Support Assistant on a temporary basis. The salary for the position is £10.80 per hour. Hours of work are Monday to Thursday 9.00am to 5.00pm andFriday 9.00am to 4.30pm. The role will be initially based at home but applicants must be able to work in Glasgow, Livingston or Dundee when the offices re-open.A minimum Basic Disclosure Scotland certificate issued within the last 12 months is a requirement of the role.Role description:This post will be part of a wider team which provides business planning and support to the directorates across the organisation.Main duties of the post include:

• Organising and managing logistics for online and face to face events
• Organising, preparing and issuing papers, reports etc. for key meetings
• Collating and processing data and maintaining databases (e.g. survey and evaluation responses, event attendees and engagement)
• Obtaining quotes for minor purchases and issuing low level contract documentation on behalf of the programme of work (e.g. catering, publications, events, and stationery)
• Liaising with colleagues and external customers (e.g. Head of Authority, Headteacher, Chief Education Officers)
• Managing calendar support for senior staff, checking availability and suitability and declining or accepting meetings. Managing mailboxes for the senior staff and the directorate. Reviewing content and prioritising emails, general inbox maintenance andfiling
• Raising, tracking and receipting Purchase Orders (EASEbuy)
• Reception duties including welcoming staff, visitors and contractors; greeting and directing at reception, by phone and via a central mailbox
• Maintaining security in line with procedure at reception, ensuring visitors and contractors are signed in, provided with health and safety information, issuing passes or keys where required and informing hosts of arrivals
• Ensuring staff have access to guidance and information about reception services, maintaining this on the intranet
• Providing meeting room and car parking booking support, offering advice, supporting block bookings, swaps where this may be necessary
• Using existing systems and processes to respond to enquiries received by telephone and email within set deadlines
• Collect and collate management information in relation to all enquiries
• Using information and guidance to arrange travel for staff within set timescales

Key Skills and Requirements:

• Excellent organisational skills with the ability to manage your workload. Along with using your own initiative to balance competing priorities and ensure deadlines are met
• Excellent verbal and written communication skills, with the ability to build good working relationships with both internal and external stakeholders and collaborate effectively
• Experience of working in a fast-paced office environment, proficient in the use of Outlook, Word and Excel IT packages
• Ability to collate different forms of data to provide appropriate information to senior management