Senior Administrator

ASA Recruitment's client, a Public Sector organisation in Aberdeen, is currently looking to recruit a Senior Administrator on a hybrid basis, on an initial 2-month contract (with potential extensions) on a rate of c.£13.60/hour PAYE (based on experience).

Responsibilities

• Carry out daily administration duties, activities and tasks as required to contribute to the delivery of the organisation's vision and aims.
• Implement, monitor, and continually improve office and administrative procedures to ensure efficiency and productivity.
• Manage the charity's calendar, including coordinating meetings, events, and appointments for senior staff.
• Carry out and oversee the organisation's digital filing systems and, ensuring that documents are stored and maintained efficiently in line with the charity's data management policies.
• Provide office and administrative support to the senior management team (SMT), including diary management and logistical support for meetings and events.
• Manage office supplies, equipment, and inventory, ensuring stock levels are maintained and orders are placed in a timely manner.
• Assist the team with events, maintaining the event equipment inventory, booking and scheduling equipment use, and providing administrative support for event logistics.
• Maintain and update the membership section of the charity's CRM system, ensuring accurate data and timely communication.
• Support project teams by using project management systems to track staff task progress and completion.
• Assist with bookkeeping duties, including the maintenance of financial records and support for budget monitoring.
• Prepare monthly HR records, including tracking leave and other personnel administration.
• Provide administrative support for our management and distribution of funds.
• Monitor policy and procedural review dates, ensuring that the charity's documentation is regularly updated and compliant with relevant regulations.
• Serve as the main point of contact for the charity, managing incoming telephone and digital communications.
• Act as the first point of contact for all queries from staff, external partners, and the public.
• Organise and support board and organisational meetings, including preparing agendas, taking minutes, and coordinating follow-up actions.

Essential Experience

• Recognised qualification in administration or relevant field (e.g., Business Administration, Office Management, etc.).
• Excellent understanding and practical experience with Office 365 tools, including Word, Excel, PowerPoint, and Outlook
• Understanding of CRM systems and project management software.
• Experience with bookkeeping or financial administration, including familiarity with accounting systems.
• Experience in diary and calendar management, including the coordination of multiple schedules.
• Highly organised, with exceptional attention to detail and the ability to manage multiple tasks and priorities.
• Strong ability to manage office procedures and ensure that administrative systems are maintained effectively.
• Effective communication skills, both written and verbal, with an ability to engage with a range of stakeholders.
• Experience in supporting senior management and working with leadership teams.
• Excellent digital filing and data management skills, with the ability to implement and maintain efficient systems.
• Proactive, self motivated, and able to take initiative and make decisions where appropriate.
• Ability to manage up and support senior management with minimal supervision.
• Strong interpersonal skills, with the ability to build relationships both internally and externally.

Desirable Experience

• Experience in working with a small charity or non profit sector.
• Knowledge of charity governance, including board meeting procedures and legal documentation.
• Experience in managing or supporting HR related tasks such as record keeping, leave management, etc.
• A solutions oriented mindset with the ability to adapt to an agile fast paced work environment.
• Demonstrates a commitment to the charity's values and mission, showing empathy and understanding in interactions.
• Flexible and dependable, with a strong sense of responsibility and ownership over tasks.