JOBVACANCY OfficeAdministrator

Location Central Edinburgh

ContractPermanent with a 3-month probationary period

Hours 17.5hours/week(0.5FTE)+ additional shifts when required

Rate £17k - £19k (pro rata) depending on skills and experience

TermsPermanent contract, probationary for 3 months

BenefitsWorkplace pension scheme, childcare voucher scheme (salary sacrifice), interest free loan for travel season ticket, Bike to Work scheme.

AboutUs

Newsdirect is apolitical monitoringcompanyprovidingdailyreportingofpolitical newsand parliamentaryproceedingsacrosstheUK. Wework fromofficeson Edinburgh’sRoyalMileandin Cardiff Bay,closeto thedevolvedassembliesthatwereporton. OurEdinburgh researchteamcomprises 11staff who monitoravastamount ofinformation, acrossarange ofsources,everyday.In addition to daily reporting, we also offer a range of other research services and run training courses in political awareness and engagement.

TheAdministratorRole

  • Ourclientsincludelargepublicagencies,influential tradebodiesandcampaigningcharities.This role willensurethatthe administrationofclientsandcontractsismanagedwithahighlevelofefficiency andcustomercare.
  • We use a mix of software-based solutions to run key office tasks and, while we’ll provide full training, you need to be confident using online tools, exploring new functionality and problem solving.
  • For day-to-day office tasks you’ll be well versed in Microsoft Office packages (Excel, Word, Outlook) with a good typing speed and an organised approach.
  • Inadditiontoour dailyresearch contracts,wealsoruntrainingcoursesonthepolitical process. The Administratorwillactasevent co-ordinator for allcourses–arranging venues,processingbookings and liaisingwith delegates.
  • Inaddition, theAdministrator’sroleistoprovidetheorganisational supportthatkeepsthelightson, the bills paidandtheofficeworkingsmoothly.Whilethework isprimarilydesk-based, this isstill a client-facingrole andyou’llbeanintegralpartof theteamapproachto clientdeliveryandthe developmentof newprojectsandopportunities.

Role Specifics

Wearelookingtorecruit anadministratorwiththe necessaryskillstosupport ourbusiness ona numberof levels.Thesuccessful candidate will be:

a bornorganiserwhorelishestheopportunitytomanageprocessesfromstart tofinish, workingin collaborationwithothersandacrossdifferentdisciplines.

 someonewhocandeliverahighlevelofcustomercarewitha friendlyandapproachable style

 apersonablecolleaguewho enjoys alevelofautonomywithinateamenvironment

 flexible,willingtolearn andkeentoparticipateinarange oftasks.

Experiencegainedinasimilarrolewouldbeusefulandin a politically-relatedrolewouldbevaluable,but anaptitudefororganisationandacan-doattitudeismoreimportant.Tosupporttheteamsuccessfully, you’ll need tounderstandthespecificneedsand challengesof thesectorweworkin, thereforeaninterest in Scottishpoliticsisanessential criteria.

JobTitle OfficeAdministrator

LineManager Director

AdministrationHR

 Toprovidesupportfornewsdirect’sEdinburgh office,includingthe Director.

 Liaisingwith landlords andtenantsonissues relatingto thebuildingandsharedfacilities.

 Co-ordinatingallsupplierandmaintenancecontracts(IT, copier,recycling, officesuppliesetc).

 Renewingcompany memberships andsubscriptionswith external bodies.

 Organisingattendanceatevents,travel andaccommodation.

 Organisingandfilingcompanypaperworkin hardcopyandelectronically.

 Administratingprocess fornewor departingstaffmembers.

 Maintainingcontractsofemployment andpolicydocumentsasdirected.

 Record-keepingin relationtoholidayrequests, sickness absenceand overtime.

Financial

 Manageandprocess invoicesandupdatesales ledger.

 Maintainaneffectivecreditcontrolprocessandrespondtoqueries.

 Administerexpenseclaimsandpayments.

 Preparefilesandrecords as directed bythe company bookkeeper andaccountant.

Sales, CustomerCareMarketing

 Initiatingand monitoringtheprocessfor client contractsandrenewals.

 Maintainingcontactsdatabaseanddistributionlists.

 Assistinthefurtherdevelopment anddeliveryofourcustomercareprogramme

 Uploadingnewsandarticles tothecompanywebsiteandsocialmediasites.

EventManagement

 Handlingtheadministrationandbookingprocessfornewsdirecttrainingcourses &events.

 Preparingtrainingmaterials, collating evaluationresponsesandrespondingtoinquiries.

 Liaisingwith guestspeakers anddelegatesontheday.

General

Workaspart ofateam withinstrategicandindividual workplans andtakepart inlearningand appraisal activities.

Contributetothestrategicdirectionofthe companythroughteammeetings,monitoringand evaluation.

Undertakeanyother duties reasonablyrequired to ensurethesmooth runningoftheorganisationas agreed with theDirector.

For thesuccessful candidate,this jobdescription will form partofyourcontractual agreementwith newsdirect. Howeveritis abroadpictureof thepostatthe dateofemploymentandwerecognisethat postschangeand evolve overtime.

KEY CRITERIA TABLE

Essential / Desirable
A high standard of accuracy in written work. / X
Can demonstrate evidence of organising own tasks and diary efficiently without constant supervision. / X
Well-developed interpersonal and communication skills. / X
Ability to use IT resources (e.g. Outlook, Word, Excel, databases etc) and willingness to build on existing skills / X
An instinct for excellent customer care at all times – including a friendly, confident telephone manner and a personable approach. / X
A commitment to learning and development on the job and through formal training opportunities / X
An interest in Scottish politics and the Scottish Parliament / X
Experience of applying administrative systems within an SME or smaller organisation / X
Skills in financial record keeping and budgeting / X
Experience of managing subscriptions and contract renewals / X
Experience of using ACT or other CRM software / X
Creating/issuing invoices and managing credit control / X
Experience of organising events, conferences and seminars etc / X
An understanding of public affairs and the policymaking process. / X