Find a job 
Featured Companies 
Featured Universities 
For Companies At a Glance
- Tasks: Manage office operations, provide admin support, and assist the Regional Director.
- Company: Join the National Trust for Scotland, a leading conservation charity.
- Benefits: Enjoy a supportive work environment with opportunities for personal growth.
- Other info: Dynamic role with a chance to develop your career in a meaningful organisation.
- Why this job: Be part of a team that makes a difference in preserving Scotland's heritage.
- Qualifications: Strong organisational skills and a proactive attitude are essential.
The predicted salary is between 30000 - 42000 ÂŁ per year.
Overview
Organisation: The National Trust for Scotland
JOB PURPOSE
To contribute to the smooth running of the North-East portfolio through the operational management of the northeast Regional Office, provision of general administrative services to the regional team, and provide confidential Personal Assistant (PA) support to the Regional Director.
Responsibilities and Accountabilities
The purposes of the role will be met by:
- Managing office facilities, which includes (but is not limited to): Overseeing the general planned maintenance of the building and organising ad hoc repairs.
- Maintaining the office’s Health and Safety and compliance documentation.
- Supervising office cleaning services, and external garden area maintenance (currently outsourced).
- Maintaining key safe and security/access arrangements for staff and visitors.
- Acting as “Fire Warden” for regular testing and activations.
- Acting as first-point-of-contact with the Trust’s ICT department over all IT and telephony requirements, maintenance, and issues.
- Supervising maintenance of contracted office equipment (e.g. telephones, photocopier, digital conferencing).
- Sourcing/ordering/maintaining minor office equipment and supplies (e.g. laminator, comb-binder, shredders, stationery).
- Sourcing/ordering domestic office supplies (e.g. cleaning supplies, toilet rolls, tea/coffee/milk etc.).
- Managing meeting room bookings, set-up, and catering arrangements.
- Organising and overseeing rubbish collection and recycling arrangements.
- Being “first point of contact” for office visitors.
- Providing general office induction for new staff/volunteers.
- Undertaking general administrative duties, which includes (but is not limited to): Purchase Ordering and Invoicing. Supporting cluster PO administration.
- NE Regional Office budget and Microsoft Dynamics expenditure control.
- Managing office petty cash, receipts, and claims.
- Managing the region’s diary, meeting arrangements, and minutes.
- File management ( Filing, scanning, shredding, maintenance of cabinets, archiving).
- Coordination of region-wide absence/attendance/leave records, holiday requests, information requests and returns to Head Office functions.
- General telephone/email/written enquiries, response, and correspondence.
- Undertaking PA duties, which includes (but is not limited to): Diary management, meeting arrangements, travel/overnight-stay arrangements.
- Correspondence – either generated from draft or drafted “in style of” for subsequent approval.
- Proactive preparation/provision of e.g. reports/minutes in advance of meetings.
- Minute- or note-taking, production of drafts, and dissemination.
- Interface with line-reports “on behalf of” Group Manager.
The current duties of this post do not require a criminal records (Disclosure Scotland) check to be carried out.
#J-18808-Ljbffr
Office Manager employer: ASVA: Association of Scottish Visitor Attractions
Contact Detail:
ASVA: Association of Scottish Visitor Attractions Recruiting Team
StudySmarter Expert Advice 🤫
We think this is how you could land Office Manager
✨Tip Number 1
Network like a pro! Reach out to people in your industry, attend local events, and connect with folks on LinkedIn. You never know who might have the inside scoop on job openings or can put in a good word for you.
✨Tip Number 2
Prepare for interviews by researching the company and role thoroughly. Understand their values and how you can contribute to their mission. This will help you stand out and show that you're genuinely interested in the position.
✨Tip Number 3
Practice makes perfect! Do mock interviews with friends or family to get comfortable with common questions. The more you practice, the more confident you'll feel when it’s time to shine in front of the hiring team.
✨Tip Number 4
Don’t forget to follow up after interviews! A quick thank-you email can leave a lasting impression and shows your enthusiasm for the role. Plus, it keeps you on their radar as they make their decision.
We think you need these skills to ace Office Manager
Some tips for your application 🫡
Tailor Your CV: Make sure your CV is tailored to the Office Manager role. Highlight relevant experience in operational management and administrative services, as well as any specific skills that match the job description.
Craft a Compelling Cover Letter: Your cover letter should tell us why you're the perfect fit for this position. Use it to showcase your understanding of the responsibilities and how your past experiences align with what we’re looking for.
Showcase Your Organisational Skills: Since the role involves managing various tasks, be sure to highlight your organisational skills. Mention any tools or methods you use to keep things running smoothly, especially in a busy office environment.
Apply Through Our Website: We encourage you to apply through our website for a seamless application process. It’s the best way for us to receive your application and ensures you don’t miss out on any important updates!
How to prepare for a job interview at ASVA: Association of Scottish Visitor Attractions
✨Know Your Office Management Basics
Brush up on your knowledge of office management principles, especially those related to health and safety compliance. Be ready to discuss how you would handle maintenance issues or manage office supplies effectively.
✨Showcase Your Administrative Skills
Prepare examples of your experience with purchase ordering, invoicing, and diary management. Highlight any specific software you've used, like Microsoft Dynamics, to demonstrate your familiarity with the tools required for the role.
✨Demonstrate Your People Skills
As the first point of contact for visitors, it's crucial to show that you can communicate effectively. Practice answering common interview questions in a friendly manner, and think of scenarios where you've successfully managed relationships in a professional setting.
✨Be Ready for Scenario Questions
Expect situational questions that assess your problem-solving abilities. Think about how you would handle unexpected challenges, like a last-minute meeting setup or an IT issue, and be prepared to explain your thought process.