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Applicant Information: Office Administrator

Thank you for your enquiry about the above post with Music in Hospitals Scotland. Along with this letter we have provided information on: how to apply; the job description; person specification; the application form and the equal opportunities monitoring form.

You can find out more about us and our work on our website at . If you would like to discuss the post please phone me on 0131 556 5848.

Completed applications should reach us no later than 4.00 pm Thursday 23rd June 2016. Interviews will be held on Thursday 30th June in Edinburgh.

Unfortunately we do not have the resources to reply to everyone who applies and regret that it you have not heard from us by 27th June then you have not been successful in being called for interview.

I look forward to receiving your application.

Yours sincerely

Florence Burke

Chief Executive Officer

Completing the application form

  1. When we read your application we are looking for evidence that you have the skills and experience listed in the personspecification. So please take each element of this and provide a few sentences in your supporting statement to explain how you meet that particular requirement.
  1. You also need to explain briefly what specific administration tasks and responsibilities you carried out and relate them to the skills we are looking for in our person specification.
  1. Give evidence of how you have used your skills in a specific piece of work rather than just saying what your skills are.

Submitting your application

  1. Check that you have completed all of the sections but please do not include any other information unless specifically requested to do so.
  1. Make sure that you also complete the Equalities Monitoring Form. Althought this doesn’t play any part in the application process, it does help us monitor our work.
  1. The form needs to be with us by 4.00 pm on Thursday 23rdJune. We would prefer if it is e-mailed to us at or you can post it to us at 10 Forth Street, Edinburgh EH1 3LD.
  1. If you e-mail your form to us, there is no need for you to post in a paper copy.
  1. Applications received after the closing time and date will not be accepted.
  1. We will shortlist the people whose applications demonstrate the strongest fit with the person specification. We are unable to give feedback to candidates who are not shortlisted and feedback will only be provided to unsuccessful interviewees who request it.

Job Description – Office Administrator

37 hours

The Office Administrator coordinates the smooth running of the Scotland office, our concert programme and fundraising initiatives.

Main responsibilities

  1. To provide an efficient, effective and comprehensive administration service for the staff in the Scotland office.
  1. To create and maintain the Music in Hospitals Scotland’s database information, ensuring compliance with relevant data protection legislation.
  1. To provide reception duties. This involves handling queries via telephone and email and ensuring that messages are answered or passed to other team members. It also involves greeting visitors and arranging internal meetings.
  1. To work directly with other team members to coordinate events and meetings including meeting notifications, venues, catering, supporting information for attendees, registration and feedback as required.
  1. Work with the Concerts Team to confirm concert arrangements, gather and input feedback from concerts; arrange travel and accommodation (when required).
  1. To maintain stocks of office supplies and to assist with sourcing and distribution of materials.
  1. To support all aspects of running the office including ordering stationery, managing incoming and outgoing mail, filing (electronic and paper), photocopying and liaising with building maintenance services.
  1. To undertake any other duties appropriate to the post and in accordance with the needs of Music in Hospitals Scotland.
  1. All employees are expected to read and follow Music in Hospitals’ policies and procedures and carry out their duties in line with the vision and values of the organisation.

Office Administrator - person specification

  1. Excellent administration skills

You have excellent attention to detail and have a logical and careful approach to getting through a list of tasks. You can follow procedures and instructions. You can meet deadlines and take pride in your work.

2.Excellent IT and database skills

You have experience of entering data accurately into a database. You can use Microsoft Office packages, especially Word, Excel and Outlook to a good standard. You can type quickly and accurately. Equally importantly you enjoy learning to use new programmes and technology.

3.Ensuring the smooth running of concerts, events and meetings

You can book venues, give clear instructions about layout and catering requirements. You can support colleagues to make sure that things run smoothly.

4.Provide an excellent service for a range of people

You want everyone who contacts Music in Hospitals Scotland to have a good experience and pass on positive messages about us. You have a friendly and supportive manner when answering the phone or greeting visitors. You treat everyone the same but you are also sensitive to the fact that some people might have more complex needs and you are ready to accommodate those needs.

5.Work flexibly and collaboratively within a small team

Your colleagues find you supportive and helpful. You have a ‘can do’ attitude and work well in a team. You are willing to pitch in and help team members to get the job done, occasionally stepping outside the normal role requirements to do so. You set high standards and care about how others perceive Music in Hospitals Scotland.

6.Manage a busy workload

You are a good multi-tasker and can work quickly and have the flexibility to move between tasks. You don’t have problems following instructions and you are willing to make suggestions for improvements if required.

7. Music

Musical or not, you are committed to working with the team to ensure that all those that need it, can benefit from live music.

Terms and Conditions

  1. The post is full time (37 hours).
  1. The salary is £19,500.
  1. The probationary period is 6 months.
  1. This is a permanent post. However, as with many posts in the charitable sector, Music in Hospitals Scotland is funded from time limited grants and donations so the long-term future of all posts rests on the continued success of our work and fundraising.
  1. The post is entitled to 25 days annual leave plus 9 days public holiday entitlement. The leave year runs from April to March.
  1. Upon the successful completion of the probationary period, Music in Hospitals, as an employer, makes a 5% pension contribution.
  1. The post is line-managed by the CEO but also reports to the Concerts Manager.

Application Number:

APPLICATION FORM

All sections of this form should be completed.

Post / Office Administrator
Where did you find out about the position?
Your name
Your address
The best daytime phone number to get you on
Email address

Declaration

I declare that to the best of my knowledge the information contained within this form is accurate and true and that there are no restrictions on my ability to work in the UK that would be prevent me taking up this post.

Signature*
Date:

*if you return this form by email and we call you for interview we will ask you to sign it at the interview.

Referees

Please give the names and contact details of two people who can comment on your suitability for this post. One must be your current or most recent employer.

First RefereeSecond Referee

Name / Name
Address / Address
Phone no / Phone no
Email / Email
Relationship / Relationship

Education

Institution / Awarding Body Dates Subjects / Qualifications gained

Current or most recent employment

Employer
Position
Period in post – from: / To

Please give information about your current or most recent post and briefly describe your duties and responsibilities.

Previous employment

Please list your employment history starting with the most recent.

Describe briefly your responsibilities in each post.

Employer Position ResponsibilitiesDates

Other relevant experience

Please include details of voluntary work and membership of organisations.

Organisation Position Responsibilities & Dates

Achievements

SUPPORTING STATEMENT

Please use this section to explain how your previous experience and skills meet all elements of the person specification. Please use no more than the 2 pages provided.

Supporting statement continued for [name]

EqualitiesMonitoring Form

Music in Hospitals Scotland is committed to equal opportunities. We collect information about all our staff and trustees to help us monitor our equalities practice. You can help by completing this form.

Please note: This page will be separated from your application form and will not be seen by the selection panel.

1.How would you describe your ethnic origin?

2.Are you:
Female ☐ Male ☐ Transgender ☐ Prefer not to say ☐
3.What age group are you? Please tick/check one
20-29
40-49
60 or over / ☐
☐
☐ / 30-39
50-59 / ☐
☐

4.Are you disabled?

Yes☐No☐

5.Please outline any access requirements you have.

Please return along with your equal opportunities monitoring form to: or by post to: 10 Forth Street, Edinburgh EH1 3LD. All applications must be received NO LATER than 4.00pm, on the deadline date.

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Scottish Charity SC038864