Admin Assistant (Events and Facilities)

ASA Recruitment's client, a Public Sector organisation in Edinburgh, is currently looking to recruit an Admin Assistant (Events and Facilities) on a hybrid basis, on an initial 3-month contract (with potential extensions) on a rate of c.£15.50/hour PAYE (based on experience) working 36 hours per week.

The Role:

Working as part of a small but busy team, you will provide office support services to the required service level standard which include the following work streams: Reception, Mail Services, Conference Rooms Management (including catering requests, setting up rooms and clearing rooms), Travel Management, Health & Safety, Office & Building Services and dealing with general enquiries.

Responsibilities:

• Travel Bookings - administer complex travel and accommodation requirements as required by using travel on-line booking systems, liaising with travellers and travel provider ensuring requests are dealt with accurately and efficiently.
• Meeting Room Booking Administration and Meeting Room Set-Up - using the room booking system, administer room booking requests, ensure rooms are set up/cleared accordingly to meeting user requirements, arrange/set up catering requirements and production of reports to various 3rd parties.
• Ensure smooth running of office services in line with procedures and procurement of supplies.
• Reception - provide full reception service, including handling telephone/visitor enquiries, meet/greet visitors in a professional manner and directing appropriately, and franking/mail distribution services.
• Office Security - follow safety and security policies and procedures. Retain records of access card issue/returns, ensuring accurate records are kept up to date. Issue as required staff identity badges.

Essential Experience:

• Proven track record working within frontline customer service, ideally within an office support services environment
• Experience of working flexibly within a busy multi-disciplinary environment
• Experience of working effectively in often rapidly changing situations
• Experience of communicating and influencing across own team, and the wider organisation
• Experience of working both independently and as part of a team, whilst balancing a range of competing priorities
• Ability to work with minimal supervision; to plan and prioritise own workloads; and to meet deadlines
• Flexible approach to learning and problem solving
• Commitment to personal and professional development
• Ability to deal with a range of problems and people with honesty and integrity, showing interest in your work and seeking and valuing the contributions of others
• Physical aspects are required for this role e.g. room set ups, catering services, and clearing rooms
• Ability to communicate effectively with a wide variety of people, internally and externally, both verbally and in written form
• Strong understanding and appreciation of the need for discretion and confidentiality in the workplace
• Highly developed customer service skills, with a helpful, flexible attitude
• Understanding of the need for accuracy and attention to detail
• Proven expertise in using Microsoft 365, in particular Teams, Word, Excel, PowerPoint and SharePoint
• Fast and accurate keyboard skills
• Ability to meet the travel requirements of the post

Desirable Experience:

• HNC in business administration or SCQF Level 7 equivalence via Professional Development Awards; Higher Education Certificates; Modern Apprenticeships; and SVQs
• Experience working within an Events and/or Facilities administration environment
• Experience of working closely with Digital/Technology teams
• Experience administering complex travel and accommodation requirements, online and via the phone.
• Ability to work safely and securely, with an understanding of routine health and safety, security requirements in line with legislation and an organisation's policies & procedures
• Experience of supporting team meetings, webinars, events and/or conferences online
• Experience of working within a Health, Social Care or educational environment
• Expertise in using the online booking system Booker and/or similar online booking systems
• Working knowledge of online service desks such as Jira
• Knowledge and experience of implementing and ensuring compliance with company policies & procedures
• Expertise in using online travel booking platforms
• Coaching and/or mentoring of team members
• Understanding of the application of GDPR to the storage and use of personal information and data privacy
• Ability to respond to confidential and sensitive situations with confidence and discretion, utilising tact, diplomacy, and persuasion skills when necessary