Job Description

Overview

To provide proactive support to the Office Manager and wider team across a range of administrative and invoice processing tasks, helping to keep daily operations running smoothly and efficiently.

The role suits someone organised and methodical who enjoys varied work -- from scanning and filing to investigating invoice queries. It will appeal to someone who takes pride in accuracy, enjoys solving puzzles, and has an interest in IT, data, and how technology (including AI) can make office processes more efficient.

This role is based in a

rural setting near Kirkcaldy

, where public transport access is limited.

A driving licence and access to your own vehicle

will make commuting to the site much easier.

Main Responsibilities:

Office & Administrative Support

Provide day-to-day assistance to the Office Manager across a range of administrative tasks. Help manage filing, scanning, document control, and record keeping (digital and paper). Handle incoming calls and emails professionally, directing queries to the right person. Support ordering of office and property supplies, ensuring clear records are maintained. Assist with coordinating visitors, deliveries, and general office routines. Contribute to maintaining an organised, professional, and efficient office environment.

Purchase Invoice Processing

Receive and accurately process supplier purchase invoices into the company's accounting system. Check details carefully and ensure each invoice has the correct authorisations before posting. Work with the Accounts Assistant and Office Manager to resolve discrepancies or missing information. Maintain accurate invoice records and assist with supplier communications as required.

Data & Analysis

Help identify trends, anomalies, or potential efficiencies in purchasing. Develop your skill in excel to analyse data (pivot tables, lookups, etc.) -- training provided. Support projects that explore how Microsoft 365 tools and AI can streamline office processes.

Teamwork & Communication

Work closely with the Office Manager, Accounts Assistant, and other colleagues to share information and resolve queries. Communicate professionally with suppliers and internal staff. Handle confidential or sensitive data responsibly and maintain discretion at all times.

Experience

Previous office experience or clerical experience is preferred Strong computer skills, including proficiency in Microsoft Office Suite (Word, Excel) Keen interest in IT, AI, or process improvement Excellent organisational skills with the ability to manage multiple tasks effectively Reliable, organised, methodical, and accurate Clear written and verbal communication; professional phone manner

Key Competencies

Accuracy and attention to detail Reliability and ownership of tasks Curiosity and willingness to learn Teamwork and communication Problem-solving and initiative Professionalism and confidentiality
If you are a motivated individual looking to contribute to a dynamic team while developing your administrative skills, we encourage you to apply for this exciting opportunity as an Office Assistant.

Job Types: Part-time, Permanent

Pay: 12.80-13.50 per hour

Expected hours: 28 - 32 per week

Benefits:

Bereavement leave Casual dress Cycle to work scheme On-site parking
Education:

GCSE or equivalent (required)
Work Location: In person