Post: Administrative Assistant (job share)

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Location: Edinburgh
Accountable to: HR & Office Manager
Objective:To contribute to Children in Scotland’s overarching vision of improving childhoods in Scotland by providing a welcoming and professional environment, assisting the HR & Office Manager in the provision of administrative and human resources services (HR) within Children in Scotland and through working with and for our members to contribute to maintaining and expanding our membership base.

Responsibilities

The Administrative Assistant has primary responsibility to undertake the following:

1.Administration - To assist the HR and Office Manager in providing administrative and secretarial services to ensure the efficient running og the front offive and mail room and to contribute to administration services for children in Scotland as a whole. Theis will include but will not be limited to:

• Contributing to the provision of a welcoming and professional environment for vissitors, contractors, staff etc
• Dealing appropriately with enquiries received by phone, by mail, electronically and in person
• Dealing with incoming and outgoing mail and deliveries and ensuring te mail room is jept organised and efficient
• Organising phone and reception cover for absences
• Contributing to the maintenance of information in the Children in Scotland database and website, ensuring records are accurate, maintained and up to date
• Contributing to the ordering of office supplies, maintenance of equipment and service contracts (with a focus on keeping costs to a minimum where practical)
• Providing administrative support to the HR & Office Manager
• Word processing letters and reports and drafting correspondence
• Contributing to the financial administration by processing of purchase orders accordingly
• Filing
• Providing administrative support to other areas of CiS when required

2. Human Resources - To assist the HR & Office Manager in recruitent and induction of new staff, volunteers and work experience placements. This will include but will not be limited to:

• Advertising - websites and press
• Dealing with enquiries and distributing application packs
• Processing completed applications and accompanying paperwork
• Setting up interviews and assisting in the interview process where relevant
• Assisting in inductions

3. Assist the HR & Office Manager ensuring HR procedures are adhered to, reviewed and updated where appropriate. This will include but will not be limited to:

• Assisting in ensuring policies, procedures and practices meet requirements of current employment and equality lefislation
• Assisting the HR & Office Manager with staff handbook and practice guideline reviews and ensuring the relevant sections of the CiS intranet are kept up to date

4. Membership -For administering and assisting in the development, maintenance and retention of Children in Scotland membership. This will include but will not be limited to:

• Dealing with enquiries
• Processing new membership applications
• Providing updates for senior management and the Board of Directors
• Assisting with marketing drives to increase membership numbers (including the use of CiS's database to target relelvant sectors)
• Assisting with developing and implementing retention strategies
• Assisting in ensuring the membership database and relevant pages of the website are kept up to date
• Attending membership events from time to time

5. Health and Safety - For assisting the HR & Office Manager in health and safety issues and building maintenance (including liaison with the landlord and other Princes House tenants)

6. Support and training - For supporting placements and volunteers working in the front office, when required and provigin training in front office and mail room procedures and duties to placements, volunteers and staff when relevant

7. Other - For other appropriate duties as required. From time to time it may be necessary to provide general administrative support to other areas of Children in Scotland.

Person Specification

Essential qualities:

1. Excellent organisation and administratvie skills
2. Good communication skills, verbal and written
3. A commitment to sharing the responsibilities of the post with a job-share partner
4. Ability to multitask, paying attention to detail and accuracy
5. Ability to work as part of a team as well as to work infependently, use initiative, be pro-active and work to dealines
6. Computer literacy - including proficiency in the use of word prcessing and good keyboard skills
7. Ability to maintain confidentiality
8. Ability to supervise the work of others if required
9. Numberacy skills
10. A flexible approach to work to help ensure the aims for the role, and the department, are met
11. A commitment to promoting the aims and values of the organisation with particular regard to equality of opportunity and non-discriminatory practice towards children and families irrespective of race, sex, disability, religion or cultural background
12. Relevant experience

Desirable qualities:

1. Experience of using and maintaining databases
2. Experience of using email and intranet packages
3. A working knowledge of website maintenance

To discuss the post informally, please contact Cathie MacDonald on 0131 222 2415

Terms and Conditions of Service

This job description is open to review by the organisation

Children in Scotland is a no smoking agency

Closing date for applications - 12 noon, Wednesday 1 February 2012

Interviews will be held in Edinburgh on Wednesday 8 February 2012

Criminal Records Checks
Appointment of successful candidates for posts which will have regular contact with children, young people and/or vulnerable adults will be subject to a satisfactory criminal records check.

All candidates should read this further information.

Applications for any open vacancies are invited by post or electronically. Simply download the Guidance Notes, Application Form and the Equal Opportunities Monitoring Form, complete both of the forms and return them to us at the addresses below.