Administration Assistant

Job Opportunity: Administrative Assistant
A highly organised and detail-oriented professional is sought for the role of Administrative Assistant to provide vital support across reception, administration, and finance functions. This opportunity is ideal for an individual who thrives in a structured setting and enjoys multitasking to ensure smooth day-to-day operations. This role is fully on-site, offering an engaging and supportive office environment.
Key Responsibilities:
Reception & Front Office Management
Answering, screening, and forwarding calls while providing essential information when required
Managing the door security system and overseeing visitor, staff, and contractor passes
Welcoming and assisting visitors in a professional and courteous manner
Coordinating with hosts to ensure a seamless visitor experience, including preparing visitor badges
Arranging catering for meetings and overseeing meeting room bookings and set-ups
Administrative Support
Assisting in arranging travel and meeting bookings for the wider team
Receiving and distributing daily mail efficiently
Liaising with external IT providers to support the company's IT needs
Managing office stationery supplies to ensure resources are always available
Overseeing the recruitment group mailbox and liaising with recruitment agencies on active vacancies
Supporting employees and managers with general administrative needs to ensure a well-functioning office environment
Administering company mobile phones and providing related support
Finance Assistance
Helping to manage the finance group mailbox
Ensuring compliance with company financial policies and procedures
Providing additional financial support as required by the Office Manager
Process & Organisational Development
Participating in staff meetings and one-to-one sessions with the Office Manager
Ensuring performance documentation is completed accurately and on time
Taking ownership of personal development and training opportunities
Reviewing and updating procedure notes regularly to maintain efficiency
Cross-training with colleagues to ensure seamless task coverage during absences
Person Specification:
Qualifications:
Minimum of 5 National 5's including Maths and English, plus 2 Highers including English or equivalent
Knowledge & Experience:
Proficiency in Microsoft Office Suite
Prior experience using SAGE accounting software is advantageous
Customer service or front-office experience preferred
Experience in an administration and/or finance role
Skills & Attributes:
Strong communication and interpersonal skills
Proactive, adaptable, and able to work independently
Ability to manage multiple tasks efficiently in a structured work environment
Excellent organisational and problem-solving abilities
Position Details:
Full-time, 37.5 hours per week
Monday to Friday, 9:00 AM - 5:00 PM
Fully on-site role
Individuals with a keen interest in contributing to a vibrant workplace are encouraged to apply. This role presents an excellent opportunity for those looking to advance their administrative career.

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