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Office and HR Administrator - Applications closed

Salary Range: £18,000 - £21,000 per annum pro rata

Hours: 24 hrs per week over 5 days

Job Summary

Based at Scottish Book Trust’s offices in Edinburgh and reporting to the General Manager, this post is responsible for maintaining an effective and efficient office environment by managing contracts and processes around property and garden maintenance, security, office cleaning, office supplies, printers, other office equipment and Health & Safety. The post also provides assistance to the General Manager’s role, including maintenance of the HR systems and processes and administrative support to the Management Team and the Board.

Key responsibilities:

HR Support

  • Maintain confidential staff HR records including absence, holidays, TOIL, appraisals and equalities monitoring
  • Produce periodical statistical reports on HR issues for monitoring and management purposes 
  • Provide administrative support to line managers for the recruitment process
  • Be a first point of contact for day to day HR queries

Office Administration

  • Procurement, maintenance and monitoring of office and building equipment 
  • Purchase and stock control of office stationery and other consumables; printer inks and cartridges; kitchen and toilet supplies
  • Setting up and clearing meeting rooms to support recruitment, Board, management and other staff meetings
  • Meeting and greeting visitors and responding to general telephone and email enquiries
  • Providing general administrative support and diary management to the General Manager and the other members of the Senior Management Team as required

Building and Garden Maintenance

  • Monitor the systems and manage the contracts for building security 
  • Manage the contracts for the maintenance of the garden and external fabric of the building to ensure SBT leasehold responsibilities are met and the garden appropriately maintained for public access
  • Ensure office interiors are properly maintained 
  • Manage the office cleaning contract and support SBT’s environmental policy by managing the refuse and recycling processes 
  • Manage and monitor cost effective utilities provision and maintain the organisation’s carbon reporting systems

Health & Safety
Be a first point of contact for Health & Safety matters, including first aid supplies and training

Skills and Experience

  • 2 years experience of office management including Health and Safety and property management
  • Experience of managing a range of contracts with external providers
  • Budget management and price negotiation skills
  • Competent in MS Outlook, Word, Excel and other MS Office software
  • Excellent written and verbal communication skills
  • Excellent problem-solving skills and ability to use own initiative 
  • Excellent priority planning and administration skills, including attention to detail
  • A friendly can-do approach to providing a high quality support service across the organisation
  • Knowledge of HR systems and practices is desirable
  • Awareness and experience of maintaining confidentiality
  • An interest in books and literacy would be advantageous

 The post is based at Scottish Book Trust offices in Edinburgh. The job description also includes any other duties which may be incidental to the above duties but which are necessary to meet the demands of the employer and Scottish Book Trust business.