Administration Assistant - Glasgow Head Office

Location: Glasgow Head Office (G5)

Job Purpose

Providing a professional, efficient and confidential administrative support to Business Support Lead, Divisional teams and the wider business.  

Key Accountabilities:

The main duties of this role will include: 

• Providing full administrative support to Business Support Lead / Divisional teams and wider business 

• Task management ensuring regular and reactive tasks carried out to highest standard and agreed deadlines  

• Compiling, circulating and attending weekly conference call / agenda  

• Liaising with field-based engineers for updates via email and telephone 

• Analysing and presenting information in various formats, e.g. spreadsheets, charts, presentations, and written reports; 

• Coordination of appropriate projects for the Divisional  teams with elements of business development, health and safety visit tracking and coordination etc  

• Sourcing and ordering stationery and office equipment. 

• Access Permit requests and Uniform requests 

• Distributing Mail  

• Booking Meeting rooms and arranging catering 

• Dealing with adhoc requests. 

To support GHO staff  

• Supervision and sourcing of office stationery and equipment 

• Answering general queries or passing to the relevant department  

• Distributing Mail 

• Booking of meeting rooms within the M&S floor 

Knowledge, Skills and Abilities

• Educated to Higher Grade / A Level standard  

• Ability to extract, collate and present performance data relevant to the business 

• Effective communication skills both written and verbal 

• Ability to work under pressure 

• Confident liaising at regional, divisional and senior level. 

• Experience in developing strong working relationships with Colleagues 

• Willingness to work flexible hours  

• PC literate 

• Familiarity with assessment and disciplinary procedures preferred 

• IT literate with advanced MS Word, Excel and PowerPoint  

• Strong organisational skills with the ability to manage multiple priorities 

• Highly developed communication skills, confident in communicating at all levels.