Administrative Assistant (full time)

Post / Administrative Assistant
Responsible to: / Organisation Manager
Hours of work / 35 hours per week
Salary scale / £15,379 - £21,118with initial placing depending on skills and experience and progression depending on satisfactory performance.
Contract basis / Full time, fixed term contract to 31 March 2018

Job purpose

To provide comprehensive administrative support to the team at SCEL, including diary support and meeting management.

Organisational Context

This post in the Scottish College for Educational Leadership (SCEL) provides an opportunity for a professional and skilled Administrative Assistant to support the team at SCEL. The post-holder will report directly to the Organisation Manager.

SCEL supports teachers' and early learning and childcare practitioners’professional learning in leadership. Established in April 2014 following recommendations in Teaching Scotland’s Future, we're committed to ensuring the best possible leadership at all levels across Scotland's schools. Powerful leadership is vital to a school's success, and we believe that every teacher is a leader in the classroom, the school and beyond.Our innovative, high quality leadership programmes and services help ensure teachers and early learning and childcare practitioners have all the right learning and development opportunities to make a real difference to the outcomes for children and young people.

SCEL is funded by the Scottish Government, with an expectation that the organisation generates an increasing amount of income.

As well as good support for personal development, we offer 39 days’holidays including public holidays, a pension scheme and life assurance.

Core responsibilities

  • Organising work using a range of tools, including MS Excel, Word and PowerPoint, office equipment and carrying out other day to day administrative duties
  • Providing general administrative and clerical support including word processing formal papers, letters, reports and other documents as requested
  • Providing comprehensive administrative support to SCEL team meetings – agendas, papers, minutes and actions
  • Acting as the main point of contact for internal and external customers and providing general support to visitors
  • Preparing papers and documentation related to all aspects of the work of the leadership delivery team, using the appropriate medium to align with SCEL branding and format
  • Organising room bookings, catering, travel and meetings for the leadership delivery team
  • Supporting the Programme Administrator with the preparation of papers and documentation when required
  • Supporting the Organisation Manager with processing of invoices and payments
  • Maintaining and updating SCEL’s contact database
  • Responding to general queries and enquiries from a range of customers both on the phone and by email
  • Supporting the Events Assistant with the preparing of packs for programme workshops, seminars and conferences
  • Dealing with all outgoing aspects of post and despatch
  • Dealing with the handling and recording of petty cash, and banking of cheques
  • Keeping an inventory of office supplies and deal with all ordering of stationery, merchandise, filing and stocktaking
  • Ensuring office space and all meeting rooms are tidy and replenishing any supplies and requirements when needed
  • Meeting and greeting visitors, and provide refreshments
  • Maintain catering stocks for staff/meetings
  • Undertaking any other tasks consistent with the post that may be required.

Person Specification

Essential (Knowledge, skills, experience and qualifications)

  • A relevant qualification at SCQF level 6
  • Previous experience of an administration role
  • Strong knowledge of Microsoft packages, Excel: Word, Power Point
  • Experience of diary management and event / travel organisation
  • Strong planning and organisational skills – excellent attention to detail, effective time management, ability to prioritise with a methodical and focused approach to work
  • Ability to build and sustain excellent relationships with SCEL colleagues and the extended team (Fellows, Regional Network Leaders etc.)

Essential (Behaviours)

  • High level of energy with a consistent display of enthusiasm and interest in the work of SCEL
  • Good team player, flexible in approach and self-motivated
  • Exceptional communicator in both written, telephone and face to face communications

Equality and diversity

Applications are encouraged from all suitable candidates regardless of age, disability, gender reassignment, marital or civil partner status, pregnancy or maternity, race, colour, nationality, ethnic or national origin, religion or belief, sex or sexual orientation (protected characteristics).

Submission of application

Your application should be e-mailed for the attention of Sally Armstrong, Organisation Manager by 5.00pm on Friday 16thJune 2017, using the standard SCEL application form (attached) and marking clearly the post you are applying for. You should ensure that your application provides evidence of your suitability when judged against the stated criteria for this post.

The e-mail address for submission of your application is