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Operational Support Administrator
Hours: 35
Salary: £18,000

Distance: n/a
Location: Glasgow
Status: Full time
Internal job ref: 1316
Job closed
To apply, please send your CV to HR.Recruitment@fsb.org.uk

This is an excellent opportunity for a supportive and experienced Administrator to become part of a high-profile and respected team whose mission is to help smaller businesses achieve their ambitions. Responsible for high levels of accuracy, whilst ensuring the smooth operation of the Glasgow Office with regard to social media support, administration and events.

As experts in business, we offer our members a wide range of vital business services, including advice, financial expertise, support and a powerful voice in government. Our aim is to help smaller businesses achieve their ambitions.

Established over 40 years ago to help our members succeed in business, we are a non-profit making organisation that’s run by members, for members.

FSB is the UK’s leading business campaigner, focused on delivering change which supports smaller businesses to grow and succeed. Our expert lobbying teams in Glasgow, Cardiff, Westminster, and Belfast work with governments, elected members and decision-makers at every level right across the UK.

Our members also get an exclusive package of great value business services including advice, financial products and support. These cover a wide range of benefits such as tax, legal and HR, local network groups, business banking and mentoring.

Key Areas of Accountability

Administrative / Secretariat Support
• Provide a full PA support to the Head of External Affairs and Policy Chair.
• Provide administrative support as required to support the full Scotland staff team.
• Provide secretariat support to the relevant devolved policy unit, including minute-taking and compiling / distributing reports and papers.
• Word process relevant correspondence and other documents to a high standard as required.
• Mail merge lists and documents and distribute as required.
• Set up and maintain mail merge and contact databases.
• Maintain digital reference library and, where required, upload relevant documentation to FSB website.
• Ensure office and field staff electronic calendar is kept up to date at all times and includes relevant event data e.g. meetings, holidays.
• Process travel and accommodation bookings as requested in accordance with the rules laid down by the financial procedures manual.

Correspondence / Enquiry Management
• Act as first point of contact for Scottish member enquiries and route, action or otherwise deal with as appropriate.
• Log, route and/or action all external correspondence and produce regular correspondence reports.

Events Organisation
• In conjunction with the Glasgow office team, undertake all aspects of major events organisation and administration, to include locating venue, advertising, producing conference literature, liaising with delegates, speakers and exhibitors, attending events etc.

Office Administration
• Maintain and review office procedures and systems.
• Lead on all aspects of office facilities management, including dealing with external contractors, organising regular building maintenance, health and safety, first aid, securing quotes for goods and services, liaising with the IT help desk, routine supply ordering and promoting environmentally friendly office practices.

Office Finances
• Oversee the day-to-day administration of office finances, including processing invoices, budget monitoring, income and expenditure reconciliation and administration of petty cash.

Media Administration
• Compile relevant lists of media cuttings for policy unit and other reports as required.

Social Media
• In conjunction with the devolved staff team, maintain the Scottish social media platforms
• In conjunction with the devolved staff team, seek out suitable content for social media platforms.
• Undertake other relevant duties in line with the Social Media Strategy.

To undertake other duties relevant to the Department’s activities commensurate with the level of the post and as directed by the HEA / Operational Support Manager.

Key Skills, Experience and Qualifications

Skills - Highly proficient in Microsoft Word, Excel, Outlook and bespoke CRM systems. Excellent verbal and written communication skills. Excellent organisational skills. Ability to prioritise a diverse workload to meet tight deadlines. Confident with strong interpersonal skills and able to handle contacts professionally and effectively at all levels both internally and externally. Ability to work with sensitive and confidential information with tact and discretion. Work to a consistent high level of professionalism. Efficiency and accuracy working within tight deadlines whilst maintaining confidentiality. Ability to upload content onto intranet and social media sites

Experience - Providing admin / PA support to a multi-disciplinary team, including to directors and senior managers. Providing secretariat support to committee/board meetings, including minute taking. Logging, routing and taking action on written and telephone enquiries from members/customers and external stakeholders. Implementing and managing office systems. Budget monitoring. Drafting correspondence on behalf of directors or chairman. Event organisation / administration.

Qualifications - 6 Standards (or equivalent), one of which must be English at Grade C or above.

All applicants must be able to provide at interview stage their highest education certificates as listed on their CV and verification of their eligibility to work in the UK.

Although role is office-based, there may be some out of hours work and regular travel within Scotland.

The policy of FSB is that all job applicants and employees shall be given equal opportunities in all the areas of employment. This means that job applicants and employees will not receive less favourable treatment on the grounds of gender, sexual orientation, age, marital status, colour, race, ethnic origin, religious beliefs or disability. Neither will they be disadvantaged by conditions or requirements that cannot be shown to be relevant to the job.

All applications to be received by 05 September 2016, any applications received after this date will be held on file and reviewed if the first round of applicants are unsuccessful.

Applicants are advised to apply early, we reserve the right to close a vacancy prior to the closing date if a high number of applications are received. If you are successful and short listed for interview you will be contacted by email.



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