- Advertised from 29th September 2022
- 35 hrs per week
Role
Reports To:Executive Support Manager
Role Purpose:
To work with the Executive Support Manager, to provide an efficient and professional administrative support service to the Board of Trustees and its Committees and to support the day to day running of the Chief Executive’s office.
The main responsibilities and accountabilities of this role are:
Board and Committee Support
- Collating Board and Committee papers and preparing packs for distribution in paper or electronic formats. Maintenance of the Board and Committees MS Teams site.
- Attending and taking minutes of Board and Committee meetings.
- Maintaining a consolidated list of Board and Committee action points.
- Ensuring complete filing and organisation of minutes, papers and annual reports for archive and access purposes.
- Organising Sight Scotland Annual General Meetings and attendance at these and other occasions by Trustees, staff and guests. Administer the General Meetings, ensuring full compliance with the constitution, and produce a minute.
- Arranging induction day programme for new Trustees.
- Arranging meeting space and catering for meetings where necessary.
- Ensuring that decisions of the Board are carried out promptly and effectively.
Chief Executive Support
- To assist in the maintenance and management of the Chief Executive’s diary. This will require negotiation with internal and external colleagues at senior management and corporate level to arrange regular and ad-hoc meetings.
- Researching, arranging and ordering travel and accommodation and producing travel aide-memoirs.
- Retention, organisation and collation of all files, both paper-based and electronic.
- Formatting and producing high quality letters, memoranda, reports and presentations to deadlines and in house-style, using appropriate software.
- Retrieving information from external sources, e.g. internet.
- Receiving visitors to the office.
- Maintaining and developing good internal and external communications for the collection and distribution of information.
General Administration
- Arrange for the servicing of all meetings, including the prior circulation of reports and the preparation and approval of minutes and action lists.
- Arranging external meetings as required.
- Arranging internal cross-departmental meetings as required. Attending meetings and producing minutes.
- Maintaining and developing the electronic and general paper filing system and maintaining a register of archived files.
Other
- Maintain and develop own professional knowledge and expertise.
- Undertake any other tasks as reasonably requested by the Executive Support Manager, Director of Corporate Resources or the Chief Executive.
Our Ways of Working – Managing Myself and Managing my Relationships
- Liaising with the Trustees and others to establish meeting times and other arrangements.
- Work in partnership with the Executive Support Manager to ensure consistent high quality administrative support to the Chief Executive, the Board of Trustees and its Committees.
To do this role, you will have:
Key Skills & Abilities
- Excellent organisational and time management skills.
- Excellent attention to detail.
- Excellent written and verbal communication skills.
- Effective listening.
- Good numeracy, literacy and IT skills.
- Fast accurate typing speed.
- Ability to build positive professional relationships at all levels.
- Ability to work on own initiative.
- Meet competing deadlines and providing a quality service.
Experience
- Previous experience and track-record of success in EA roles.
- At least two years’ experience of minute taking and accurate recording of meetings at Board/Committee level.
- Experience of diary management.
- Full working experience of Microsoft Office to include Word, Excel, PowerPoint Outlook and Teams.
- Experience of prioritising workloads to meet competing deadlines and providing a quality service.
- Familiarity with video conferencing tools.
Personal
- Integrity and respect for confidentiality.
- Courteous, friendly and tactful.
- Flexibility and adaptability.
- High personal standards of performance and pride in own work.
It would be desirable for this role if you had:
- Shorthand capability.
- Extensive experience supporting a Board of Trustees or in a EA role.
- Good knowledge of commercial/legal issues and the charity/voluntary sector.
On a day-to-day basis you will work with different people and teams, these could be:
- Families
- Colleagues
- Other Sight Scotland services
- Senior Staff
Requirements of this role are:
- You are a member of the PVG scheme (paid for by Sight Scotland).
- You will have a 6-month probation period.
- That you participate in all staff training and development and maintain your own professional development.
- You will wear the appropriate PPE in accordance with current guidance for the role.
- You will follow Sight Scotland’s guidance, policies and procedures relating to your own health and safety and that of colleagues and service users at all times.
- You will uphold the principles of Sight Scotland’s Dignity at Work and Equal Opportunities policies at all times, working in a way which supports an inclusive work environment that is respectful of differences.
What we can offer you:
- Generous annual leave entitlement which increases after 4 years’ service
- Generous pension scheme
- Discounts for Carers
- Access to learning and development opportunities
- Employee Perks through the Employee Assistance Programme
- Cycle to Work scheme
- And many more, please visit our website for more information
This job profile is not exhaustive. The duties of the post holder may be reviewed from time to time and the employee may be called upon to work in other locations within Sight Scotland.
Application notes
To apply, please visit our website.
You will be responsible for ensuring the smooth running of our joint Head Office and Scottish Braille Press reception at Robertson Avenue and providing an excellent level of customer service to colleagues, visitors and external contractors who visit or work within the building as well as those contacting Sight Scotland by post, email, or telephone. As well as coordinating front desk activities you will also be responsible for general office administration and facilities management tasks. You will also act as lead Fire Marshall and a nominated First Aider for the building.
Autism Initiatives works positively alongside autistic people, their families and carers to provide specialist services tailored to each individual.
As Receptionist you will act as the first point of contact, providing a friendly and professional service to all callers and visitors. In addition you will assist in a variety of administrative duties to support the smooth and efficient operation of Head Office Scotland.
Benefits of working with us include:
- 31 days pro rata Annual Leave, including Bank holidays
- Your birthday off every year, to treat yourself!
- Auto-enrolment pension scheme
- Employee Assistance Programme
- Cycle to Work scheme
- Medicash Healthcare Plan
- Eligibility to become a Blue Light Card Member for online & high street discounts
Ideally you will have a working knowledge of reception duties including Microsoft Office packages. At times you will be dealing with multiple callers and visitors therefore you must be able to adapt your communication style and use your own initiative to problem solve. You must also appreciate the need to respect the confidentiality of individuals and their information.
This is a job share vacancy. You must be able to commit to the days and working hours required. Ideally you will be able to provide holiday cover on occasional Mondays and Tuesdays.
The successful candidate will be required to apply for a Basic Disclosure check from Disclosure Scotland. Autism Initiatives will cover the cost of the application.
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FriendZ Worker (Adult Services)
- Part time
- £21,840 pro-rata
- Home based (Home based)
- Closing 12th April 2024
Do you want to join a committed and supporting team in raising awareness and changing things for the better for everyone with Down’s syndrome right across Scotland?
We are looking for an individual to run FriendZ Space, our popular, online programme for adults with Down’s syndrome, The ideal candidate would have experience in planning sessions, facilitating groups (in person and online) for young people and adults with learning disabilities.
We’re looking for an enthusiastic Receptionist with a passion for diversity and inclusion to join our team. Could that be you?
Who are we?
Deaf Action is a deaf-led charity, supporting and celebrating deaf people. We were established in 1835 and work with deaf people across Scotland and the South of England. Our work is geared towards empowering all deaf people to achieve their potential and fully participate in society, with equality of rights, access and opportunity.
You can find out more about us at deafaction.org.
About you
You will be customer-focussed, with excellent IT and organisational skills, and strong attention to detail. You will be confident and knowledgeable in office systems and processes, including health and safety. You will often be the first point of contact at Deaf Action’s Head Office and will work across several teams and services, also providing support to our other locations where required. You will be an integral part of ensuring that Deaf Action deliver quality services to all of our clients, guests, and staff and that everyone who visits us has a positive experience. Strong customer service skills are essential.
You will be someone who takes pride in maintaining high standards, with the ability to:
- provide an efficient and customer-focused reception service, creating a welcoming environment for clients, visitors, and colleagues
- maintain efficient day-to-day routines as well as responding to the unexpected
- triage and record any incoming enquiries and direct these to the most suitable service
- observe strict confidentiality when dealing with sensitive information
Excellent communication skills and proficiency in BSL are essential (minimum level 3).
The ideal candidate will be fully committed to our values, which can be found on our website.
The role
Our headquarters are both a place of work and an important community hub. Maintaining a safe, welcoming, and supportive environment are critical to our success. The Receptionist role is integral to achieving these objectives. We are looking for someone to provide a high level of front-line support to enable our staff to deliver great work. This role reports to the Office Manager.
Key responsibilities of the role include:
Customer Service
- welcome visitors and determine the nature and purpose of visit and direct them accordingly
- deal with daily inbound enquiries via post, phone and email and transfer these to the most appropriate member of staff or department
- ensure all contacts and enquiries are recorded on our database
- ensure all visitors have a positive experience and are supported with the right service at the right time
- manage meeting room availability and set up for internal and external clients
General Office
- monitor office supplies and order and distribute new supplies as needed
- support mail room function to ensure incoming and outgoing mail and parcels are managed effectively
- provide general administrative support, such as scanning, photocopying, printing, and management of confidential waste
- support colleagues to prepare for events, including IT set-up and refreshments
- undertake such other duties as required from time to time by the Office Manager
Health & Safety
- support the Office Manager with health and safety checks, including maintenance of the accident log, first aid supplies etc
- carry out spot-checks and audits to comply with insurance requirements
- maintain security and support out of hours office access arrangements for all user groups
- help ensure Albany Street is clean and tidy, with responsibility for public spaces, kitchen areas and recycling collections
- record any reports of health and safety concerns and ensure these are acted upon
What’s on offer?
• Occupational pension scheme with employer contributions of 6%
• 32 days leave pro rata (inc bank holidays)
• Day off for your birthday
• 24/7 access to an Employee Assistance Programme provided by Health Assured
• In-house Mental Health First Aiders
• Death in Service benefit
• Access to the Cycle to Work Scheme and IT Voucher Scheme
• Ongoing support for learning and development through our PDR process
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