Office Administrator

About the role

An exciting opportunity has become available to join our organisation in the role of Office Administrator. This is an integral role to our Central Services function, acting as the first point of contact for Right There over the phone, face to face and online, as well as providing comprehensive administration support to our leadership team, support services and our programmes.

Due to the nature of the duties, this role is fully office based at our office in Dava Street, Govan.

Main duties and responsibilities will include:

• Acting as the first point of contact for the  organisation, managing front desk operations, and ensuring a welcoming environment for staff, people we support and visitors.
• Interacting with members of the public face to face, over the phone and online in a friendly, helpful and informative manner.
• Promptly answering and directing phone calls accordingly
• Providing full administrative support and effective communication to the Leadership Team, Right There Support Services and colleagues in our programmes.
• Arranging travel and accommodation as/when required for Right There staff.
• Maintaining office supplies stock levels and order office supplies as required in line with our procurement policy
• Maintaining IT asset and telecommunication registers and place orders as directed in line with our procurement policy and asset replacement plan
• Supporting the People Team by managing the onboarding and offboarding of staff including assigning them necessary kit and ensuring they are set up on our IT system.
• Maintaining and managing an effective centralised administrative system to log all organisational lease’ and contractual obligations
• Managing the On-Call Management Horizons Telephone System.
• Providing administrative support to scheduled meetings, including agenda preparation and minute taking/action tracking including occasional after hours Board Meetings.
• Managing and keeping online diaries and track meeting room bookings
• Maintaining the organisational archiving tracker, liaise services and data storage company to arrange uplifts from service and recall storage boxes for destruction in line with our file retention policy.
• Creating, maintaining and storing paperwork and documents using online facilities (i.e. SharePoint)

Full details can be found in the job & person specification which you can download below.

Our values make us who we are and define our actions and behaviours every day. We’d expect the post-holder to uphold and represent our organisation in a way that reflects our values and person-centred way of working.

We’re looking for someone that has gained similar administrative experience from working in a fast paced office based environment, you will also have the confidence to work autonomously and manage your own workload and competing priorities, as well as the flexibility to work as part of a team. You will have good IT skills and be proficient in the use of MS Office, including MS Excel.

What you can expect from us

• Your normal working hours are 35 per week worked Monday to Friday between the hours of 9am and 5pm depending on the needs of the service with 1-hour unpaid break.
• Your usual place of work will be 15 Dava Street, Glasgow, G51 2JA.
• Annual leave entitlement of 210 hours (equivalent to 6 weeks) pro rata per year in the first year rising to 280 hours (equivalent to 8 weeks) pro rata per year in the second.
• You will be automatically enrolled into the People’s Pension in the month that you will complete 3-months of employment, provided you meet the auto-enrolment criteria
• Cycle to work scheme
• Life Insurance
• Option to purchase and sell annual leave

Interested in applying? 

Send us your cv and a short cover letter outlining your interest in and suitability for the role.

Send your application to recruitment@rightthere.org

Thanks and good luck!