Job Description

KEY DUTIES ANDRESPONSIBILITIES INCLUDE:

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


Work Location: In person