Receptionist/Administrator

ASVA: Association of Scottish Visitor Attractions; Inverness; On-site; GBP 20,000 - 25,000; Full time

Job summary

A leading heritage organization is seeking a Receptionist and Administration Assistant to join their Administration Team in Inverness. This role involves greeting visitors, providing administration support to the Office Manager, and managing diary schedules efficiently. The ideal candidate will have experience in a dynamic environment, proficiency with IT systems, and strong organizational skills. This position is vital for maintaining smooth operations at the regional office, ensuring a welcoming atmosphere for both visitors and staff.

Qualifications

• Experience in administration support and reception duties.
• Proficiency in IT and finance systems.
• Ability to maintain records in compliance with data protection regulations.

Responsibilities

• Greet visitors and provide assistance as needed.
• Manage diary and schedule appointments.
• Assist with report preparation and presentation material.

Job description

Organisation: The National Trust for Scotland

Location: Balnain House, 40 Huntly Street, Inverness IV3 5HR

JOB PURPOSE

Join the National Trust for Scotland and support Scotland’s Nature and Heritage. The Highlands and Islands region are seeking an enthusiastic and passionate individual to join the Administration Team based at Balnain House.

As a Receptionist and Administration Assistant you’ll be one of the first people to greet visitors to the regional office and welcome the regional team. You’ll be responsible for providing administration support to the Office Manager and the wider team based at Balnain.

We’re looking for someone who enjoys a varied and dynamic role. You’ll be expected to work with IT and finance systems, book meetings, and undertake general administration duties with efficiency and accuracy.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

• Reception
• Inducting staff and visitors to the building
• Property correspondence (email, telephone and mail)
• Filing and record-keeping in line with data protection regulations
• Facilities support (room bookings, support documentation)
• Data entry of deliveries – weekly, monthly, and ad hoc
• Diary Management, recording meetings and appointments in diaries
• Support with developing and preparing reports, and/or presentation material
• Purchase ordering and coordination with suppliers
• Maintaining stock control for Balnain House including First Aid box, replenishing stock as and when required
• Assisting in Health and Safety compliance for the building, including the reporting of accidents and incidents, and maintenance of the property’s Safe System of Work documents

A level of flexibility is expected on occasion to meet the needs of the property.