Jobs

JOB PURPOSE

To contribute to the smooth running of the North-East portfolio through the operational management of the northeast Regional Office, provision of general administrative services to the regional team, and provide confidential Personal Assistant (“PA”) support to the Regional Director.

Key Responsibilities and Accountabilities

The purposes of the role will be met by:

Managing office facilities, which includes (but is not limited to):
• Overseeing the general planned maintenance of the building and organising ad hoc repairs.
• Maintaining the office’s Health and Safety and compliance documentation.
• Supervising office cleaning services, and external garden area maintenance (currently outsourced).
• Maintaining key safe and security/access arrangements for staff and visitors.
• Acting as “Fire Warden” for regular testing and activations.
• Acting as first-point-of-contact with the Trust’s ICT department over all IT and telephony requirements, maintenance, and issues.
• Supervising maintenance of contracted office equipment (e.g. telephones, photocopier, digital conferencing).
• Sourcing/ordering/maintaining minor office equipment and supplies (e.g. laminator, comb-binder, shredders, stationery).
• Sourcing/ordering domestic office supplies (e.g. cleaning supplies, toilet rolls, tea/coffee/milk etc.).
• Managing meeting room bookings, set-up, and catering arrangements.
• Organising and overseeing rubbish collection and recycling arrangements.
• Being “first point of contact” for office visitors.
• Providing general office induction for new staff/volunteers.

Undertaking general administrative duties, which includes (but is not limited to):
• Purchase Ordering and Invoicing. Supporting cluster PO administration.
• NE Regional Office budget and Microsoft Dynamics expenditure control.
• Managing office petty cash, receipts, and claims.
• Managing the region’s diary, meeting arrangements, and minutes.
• File management (filing, scanning, shredding, maintenance of cabinets, archiving).
• Coordination of region-wide absence/attendance/leave records, holiday requests, information requests and returns to Head Office functions.
• General telephone/email/written enquiries, response, and correspondence.

Undertaking PA duties, which includes (but is not limited to):
• Diary management, meeting arrangements, travel/overnight-stay arrangements.
• Correspondence – either generated from draft or drafted “in style of” for subsequent approval.
• Proactive preparation/provision of e.g. reports/minutes in advance of meetings.
• Minute- or note-taking, production of drafts, and dissemination.
• Interface with line-reports “on behalf of” Group Manager.

The current duties of this post do not require a criminal records (Disclosure Scotland) check to be carried out.

Application Deadline: Sunday 05/10/2025