Job Description

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 27,008.80) - 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