Administrative Assistant Social Enterprise Scotland

The Gathering 2018

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Organisation information

Organisation
Social Enterprise Scotland
Website
http://www.socialenterprisescotland.org.uk/

Aims & objectives

Social Enterprise Scotland is The Voice of Social Enterprise - bringing together social enterprises and their supporters into a strong campaigning force. Social Enterprise Scotland is an independent, Scottish, membership-led organisation, built and controlled by social enterprises. Membership is open to anyone. Aims: • To build Social Enterprise Scotland as a well-managed, membership-led organisation, representing the full range of social enterprise in Scotland. • To raise the profile of social enterprise as a dynamic business model, championing the values and benefits of social enterprise to a broad range of stakeholders. • To represent the needs and views of social enterprise to policy and decision-makers in Scotland.
Job number
10166
Location
Midlothian
Time of attendance
Monday - Thursday 9:30am - 5:00pm 30 min unpaid lunch break
No of references
2
Hours (per week)
25
Shifts/rota
No
Salary (£/hr)
£9 per hour

Job description

PRINCIPLE DUTIES

Membership

Act as the primary point of contact within SES and facilitate the organisation’s relationship with members including collecting information.

Administer all membership applications and invoices, and maintain up-to-date membership systems, contact details and distribution lists. Administer annual membership renewal process, including invoicing.

Assist the Executive Assistant in the development of a membership strategy to ensure a close working relationship with and support for members, ensuring that SES activities reflect their needs, expertise, experience and aspirations

Events Administration

Provide administrative support for membership events, including emailing invitations, co-ordinating attendance lists, preparation of delegate packs and name badges, booking venues & catering, registration of delegates.

Provide administrative support for SES staff attending external events, meetings and conferences, including preparation of delegate packs & exhibition material, and booking travel & accommodation.

Office Administration

Maintain up-to-date Contacts database and maintain distribution lists including for Members and Associates, MSPs, Scottish MPs, MEPs, Local Authority Chief Executive & Council Leaders.

Undertake general office administration e.g. post, filing, stationery supplies, banking of cheques, petty cash records, arranging staff meetings, booking meeting rooms, dealing with general enquiries etc.

Provide the necessary administrative arrangements for Board meetings and subgroups. Support the organisation of the AGM.

Maintain staff Annual Leave, TOIL and Sick Leave records

Proof read publications, monthly news bulletins, external documents & website text

Support the Executive Assistant in applications and progress reports to funding bodies in collaboration with SES staff. Maintain record of all key staff activities and signposting in Central Reporting Document.

Assist Executive Assistant in co-ordinating staff and office resources for maximum efficiency. Act as the anchor within the office. Support on premises management. Arrange for and supervise temporary secretarial staff when necessary. Administer staff recruitment processes and organise new staff induction programmes liaising with other staff members as appropriate. Provide support where appropriate in dealings with contractors

Take responsibility for own learning and development as identified through regular appraisal and review

Be self-servicing.

Person specification

Education / Training

Appropriate level of education - desired

Relevant Experience

System development and maintenance - desired

Good working knowledge of Microsoft Office packages - essential

Events administration - desired

Diary management - desired

Voluntary sector understanding - desired

Skills & Abilities

Good communication skills both verbal & written - essential

Ability to work as part of a team - essential

Ability to work to deadlines - essential

Good interpersonal and relationship building skills - essential

Flexible approach - - essential

Knowledge

Understanding of social enterprises - desirable

Health & Safety requirements - desirable

PVG/disclosure requirements

Not Required