Administrative Assistant in Dumfries

Purpose of the job: Support the Board of Trustees, CEO and SMT to provide effective and efficient administrative support to enable this level to focus on strategic development. The role is highly varied - you will be managing diaries, organising and attending meetings, providing administrative support on projects, implementing new administrative approaches that make us even more efficient and contributing to our paper free agenda. The role is not only to be the face of DGMHA to first contacts, partners and service users ensuring the smooth running of the office Headquarters but also to get involved in research, project management with day to day transactional support for the HR, Care/Operational, Estates, IT and Finance departments as well as some marketing and funding opportunities.

Key Responsibilities:

• Head Office: The point of contact for all visitors, employees and service users face to face, by email, telephone and general correspondence/reception duties e.g. managing the HQ diary, office supplies, waste disposal coordination and minute taking.
• Board of Trustees: Providing admin support to the Chair of the Board and Board members, organising meetings, agendas, minutes, Companies House, AGMs and any other duties as and when required.
• Finance: Support payroll processing and carry out basic Xero operations, assist with admin and financial reporting, processes, procedures and audit collation and be the second payroll administrator for the association.
• Human Resources: Assisting with low level employee relations matters, correspondence, maintaining personnel records, compliance, recruitment advertising, recruiting days, resourcing and onboarding processing, induction administration and coordination.
• Marketing and Funding: Promotion of the association and identifying potential funding opportunities, social media presence, good news articles, Association newsletters, fundraisers, liaising with multi-agency leads and contributing to funding applications on an ad hoc basis.
• Care/Operations: Support with Care Management Systems as required, training administration, maintaining records and assisting with quality and performance assurance and processes, compliance and ad hoc project work.
• IT: Liaising with the Company’s external IT provider to assist with set up of new equipment and device contracts.
• Other: Taking the lead on project based activities as and when required ensuring the associations aspirations to be paper free fully utilising electronic systems in place. Support other Head Office staff as and when required to ensure an efficient service is provided at all times.

Note: The above listing is not exhaustive, and tasks required may be added to and/or vary from time to time in accordance with organisational need.

Person Specification:

• Experience: Will have held a comparable generalist administrative role supporting cross functional personnel/groups for a minimum of 2-5 years, you will also have worked with sensitive and highly confidential information within a previous role and will appreciate the legislative considerations when exposed to personal data.
• Education, Qualifications and Training: Ideally will hold a Business Administration HNC, Degree or equivalent SVQ 3 in Administration or similar but not essential as full training will be provided. Will also have a willingness to further develop skills and knowledge in keeping with Business requirements.
• Value base: A belief in inclusion, equality and diversity evidenced through work practice or personal experience. A desire to ensure people are at the heart of decision making. Commitment to the principles and practices of continuous improvement.
• Skills, Abilities and Knowledge: Excellent organisational and communication skills. Must be able to self-manage and operate with a high level of accuracy and attention to detail. Ability to multitask and meet deadlines. Ability to apply learning in a practical setting. Flexibility and adaptability, being able to build good relationships across all directorates.
• Interpersonal and Social Skills: Will develop good working relationships throughout DGMHA and will always display a professional and capable manner. Will be honest, reliable, and sensitive to the needs of others. Your organisational skills need to be exceptional, with good attention to detail and the ability to juggle a range of different tasks. Written and oral communication needs to be of a high standard and discretion and confidentiality are of the utmost importance. A track record of Safeguarding and working with vulnerable adults is desirable but full training will be provided.

Hours: 35 hours per week