Part 1:



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Part 1: JOB DESCRIPTION

JOB TITLE: Administrative Co-ordinator - Scotland

DEPARTMENT: Scotland office

LOCATION: Central Edinburgh (currently home-working)

1. POSITION IN ORGANISATION

• Reports into: Executive Director for Scotland

• Line Manages: This role doesn’t have line management responsibility

• Contacts which the post holder has within and outside the organisation: All levels internally with staff and volunteers, especially the Scotland Communications and Policy Officer, Influencing Assistant, Network Rail Regional Development Lead, Regional Director for Scotland, Scotland Trustee and with administrative staff in England, Wales and Ireland. Externally with civil servants, politicians, partner organisations, contractors and media outlets.

2. MAIN PURPOSE OF JOB

• To provide confidential administrative and secretarial support to the Executive Director for Scotland

• To provide administrative support to the wider team in their day to day functions

• To develop, maintain and continuously improve effective team processes and systems, which are compliant with relevant legislation / best practice

• To engage in specific administrative-focused projects and events

• To ensure the efficient and effective running of the Scotland office

3. KEY RESPONSIBILITIES

Providing a professional front-of-house function for the nation office

• Being the first point of contact for all general enquiries to the nation office

• Drafting responses to general enquiries

• Proactively identifying issues of concern or priority and escalating appropriately

Supporting the Executive Director in their work

• Proactive management of a busy diary and inbox, including handling confidential and sensitive information

• Supporting delegation of activity to team members

• Scheduling meetings and events

• Liaison with external and internal partners

• Drafting of correspondence

• Supporting preparation of papers / presentations

• Maintaining accurate electronic BF files

• Ensuring deadlines for papers / presentations etc are met

• Support for contract development and oversight

• Preparing finance returns (e.g. credit card / expense)

• Booking Scotland board meetings, collating and disseminating papers and prepare accurate minutes / action points

Providing core administrative functions for all the Scotland team, including:

• Booking travel and accommodation

• Booking event / conference attendance

• Booking venues / catering

• Managing bookings / delegate communications for Samaritans’ events

• Handling mail

• Ensuring available stocks of Samaritans assets

• Purchasing agreed materials, such as stationery

• Printing and copying

• Sourcing documents

• Supporting bulk mailings (print and email)

Developing and maintaining robust systems and process to support efficient and effective working

• Maintaining an accurate Scottish stakeholder database in line with the Data Protection Act

• Liaising with other teams (e.g. donor support) to support accurate recording of Scottish data / information

• Developing and maintaining an accurate online filing system for the team

• Developing and maintaining systems to support timely and accurate internal and external reporting of activity and impact

• Ensuring accurate recording and dissemination of minutes / action notes from team meetings

Supporting day-to-day oversight of income and expenditure

• Keeping records of expenditure and income; reconciling these with management accounts and highlighting issues to the ED

• Raising purchase orders

• Recording and appropriate handling of gifts received in the Edinburgh office

• Keeping records of funding reports required and working with the income team to provided relevant information

• Supporting the annual planning process

Building / office oversight

• Being the first point of contact with landlords, suppliers and contractors in relation to the Scotland nation office – dealing with issues, or escalating as appropriate

• Overseeing the upkeep of an orderly and safe office environment

• Supporting the development of all building-related risk assessments and activities to mitigate

• Supporting the Executive Director / estates with any activity required in relation to building improvements / re-locations

Other duties

• Taking on specific projects, as delegated by the Executive Director for Scotland

• Playing a full and active role in the Scotland team

• Any other duties as delegated by the Executive Director for Scotland

Part 2: PERSON SPECIFICATION

4. SKILLS, KNOWLEDGE AND EXPERIENCE

Essential

• Experience of providing effective core administrative functions to a busy team

• Experience in providing active diary management

• Experience of providing a professional front-of-house role

• Excellent organisational and time management skills; ability to prioritise tasks and competing timeframes

• Excellent skills in Microsoft Office applications (Word, Outlook, Excel, PowerPoint)

• Excellent written and verbal communication skills

• Strong numeracy skills

• Experience of setting up meetings / events

• Experience of taking minutes

• Experience of setting up and /or maintaining databases in line with GDPR

• Experience of setting up and / or maintaining effective online filing systems

• Experience in overseeing day-to-day building / estate-related issues

Desirable

• Experience of event management

• Experience of working with senior staff internal or external to an organisation

• Experience of contributing to written reports

5. QUALIFICATIONS

• Educated to Higher / A-Level or equivalent is preferable but equivalent experience will be considered

6. PERSONAL ATTRIBUTES

• An enthusiastic and proactive team member

• Ability to remain calm and organised under pressure

• Ability to hold sensitive information in confidence

• Ability to view change positively and problem solve in a creative and positive way

• Ability to represent the organisation externally in a professional manner

• Commitment to the aims of Samaritans and the ability to appreciate and work within Samaritans volunteer-led environment

• Emotionally resilient to sensitive information

• A commitment to ongoing development

• Willing and able to travel occasionally and attend occasional evening and weekend meetings

Signed by employee:________________________ Date: _______________________

LAST UPDATED: November 2020

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