Administrative Officer

[Salary]

10 – 20k GBP

[Location]

Scotland

[Apply by]

APPLICATION CLOSED

Flexi Time Job

 

[Company]

The Ampersand Project

JOB BRIEF
We are looking for an Administrative Officer to join our team & support our daily office procedures. They will act as the first point of contact for staff & volunteers, providing administrative support & managing their queries. Main duties include managing the magazine submissions process, maintenance of company databases & records, office stock, & some website maintenance. Hours are flexible, though are ideally spread out through the week (to some extent).

This fixed-term, part-time position, reporting to the Operations Manager, is being fully funded by the Scottish Government & the European Union through the Social Innovation Fund, as part of the project ‘The Mental Health Challenges of Young Adults’.

ROLES & RESPONSIBILITIES
Team Support
• Support the Creative Team to manage magazine submissions – e.g. provide initial response, print & log submissions, forward to appropriate team members, & confirm publication dates
• Support the Research Team with data entry & other administrative tasks – e.g. communication with participants & promoting our research
• Support the Operations Manager with a range of tasks - e.g. basic bookkeeping, filing receipts & HR administration
• Provide cover during periods of annual leave & absence from the office
• Support the Creative Team with website maintenance & uploading of content on WordPress
• Arrange travel & accommodation for staff when required

Communications
• Act as a first point of contact for The Ampersand Project, including enquiries which may be emotive; assess the nature & urgency of messages & respond or refer to senior management
• Process & respond promptly to incoming communications (post, telephone, email, face to face), accurate message taking, copying & distributing information as necessary
• Answer phones
• Meet & greet visitors

General Duties
• Organise & maintain electronic & manual filing systems & databases with due regard to security & confidentiality, including our Google Suite folders
• Produce a range of documents including letters/emails, presentations & administrative reports to a high standard by the required deadline
• Undertake general clerical & administrative tasks to support the organisation as required (e.g. postage, photocopying, scanning)
• Maintain an organisational calendar & schedule appointments, including diary management for our CEO
• Manage & order office supplies stock

PERSON SPECIFICATION
• Proven work experience as an Administrative Officer or similar role in a project driven environment
• Experienced in the use of MS Office (MS Excel & MS Word, specifically) & Google Docs
• Strong organisational skills with a problem-solving attitude
• Excellent written & verbal communication skills
• Ability to work independently but also as part of a small team
• Strong interpersonal skills with the ability to ask for help/support/direction
• Good multi-tasking skills, ability to think on your own, re-prioritise
• Attention to detail

KEY DETAILS
• £8,750 per annum pro rata (FTE £17,500)
• 17.5 hours per week (2.5 days) - there is flexibility about working days/patterns
• 15 days per annum pro rata (FTE is 30 days pa)
• 6 months fixed term contract from early July to 31 December 2019

APPLICATION NOTES
To apply please submit a CV & cover letter. Your cover letter should outline your suitability for the role, why you wish to work at The Ampersand Project & highlight your most relevant skills & experience. Applications close at 7pm (GMT) on Wednesday 19th June 2019 & interviews will be held in Edinburgh in the week beginning 24th June 2019

ABOUT US
The Ampersand Project is a new social enterprise that aims to improve the mental wellbeing of young adults. We do this by connecting research & real life – we combine research & academic knowledge with the daily experiences of our creative community in order to provide thoughtful & uplifting content, influence national & institutional policy, & improve mental health support systems.