Administrative Assistant - 6 month FTC (Part-time) in Rosyth

Location: Forth Ports, Terminal Building, Port of Rosyth, Rosyth

Hours: Part-time, 6 month fixed-term contract (Part-time) 20 hours per week, worked across five days. Typical working hours may be 10:00am–2:00pm; however, the final working pattern will be agreed with the successful candidate to meet business and operational requirements.

Salary: £31,500 - £33,500 (FTE / Pro-rata)

Forth Ports is one of the UK's largest and most dynamic port operator groups, playing a key role in connecting the UK with Europe and beyond. As a multimodal ports owner and operator, we are at the forefront of delivering innovative port-related services. With our recent pledge to achieve carbon neutrality by 2032 and Net Zero status by 2042, we are committed to sustainability and driving the expansion of the UK's renewable energy sector, particularly offshore wind. Now is an exciting time to join our team as we embark on this transformative journey towards a greener future.

About The Role

This role is central to the efficient operation of the Port of Rosyth, providing accurate, proactive, and professional administrative support to ensure the smooth day-to-day running of the port. The post plays a key role in coordinating operational records, maintaining resource information, managing purchasing administration, and supporting customer-facing processes. By ensuring effective organisation and communication, the role helps the port deliver a reliable, efficient, and high-quality service to both internal and external stakeholders.

Key Responsibilities

• Maintain accurate records of resource allocation, including administration relating to overtime, absence and annual leave.
• Record vessel calls, cargo movements and vessel activity accurately within IPOS, ensuring information is complete, timely and reliable.
• Capture and reconcile cargoes received and delivered, supporting the preparation of accounts and period-end reconciliation for both revenue and tonnage.
• Monitor contractor hires, berth usage, equipment hires and resource hires on a daily, weekly and monthly basis, preparing accurate reports for Operations and Accounts.
• Support weighbridge activity by assisting with the accurate throughput and administration of received, stored and despatched cargoes.
• Prepare ship discharge information, tonnage performance records and related analysis to support operational visibility and decision-making.
• Provide a responsive administrative service to the Operations Manager and wider department, including correspondence, quotations, reports and other ad hoc support.
• Ensure purchase orders are documented, progressed and completed effectively in partnership with the Purchasing Department and other relevant parties.

Skills And Experience Required

• Previous administrative experience, ideally gained within an accounts, operational or busy office-based environment.
• Good working knowledge of Microsoft Office, with confidence in maintaining accurate records and preparing reports.
• Strong attention to detail and a commitment to producing accurate information for operational, financial and customer-related purposes.
• Effective communication skills, with the ability to build positive working relationships with colleagues, contractors, customers and external stakeholders.
• Well organised and able to manage competing priorities while maintaining a helpful, professional and proactive approach.

What Forth Ports Can Offer You

• Competitive salary
• Generous annual leave entitlement
• Defined contribution pension scheme with up to 16.5% joint contribution plus life assurance at 4x salary
• Health promotion events and employee wellbeing initiatives to support your physical and mental wellbeing
• Employee Assistance Programme (EAP) providing free, confidential 24/7 telephone support for you and your family
• On-site Occupational Health Team with access to professional support and referrals to services such as counselling, physiotherapy and free flu jabs
• An annual Christmas thank you gift of a complimentary turkey or meat-free alternative for all employees
• GymFlex health club memberships offering discounted access to gyms including Nuffield Health, PureGym, Anytime Fitness, The Gym Group, and selected local gyms
• Cycle to Work scheme to support affordable, sustainable commuting
• On-site free parking available for all employees
• Attractive family-friendly policies, including enhanced maternity cover
• Employee discount platform providing savings on UK-wide restaurants, retail, car rentals, days out, and holidays

We are committed to diversity, equity, and inclusion, and we are an equal opportunities employer. We welcome applications from all individuals, regardless of race, religion, sex, sexual orientation, gender identity, national origin, or disability status. If you require any reasonable adjustments during the recruitment process, please let us know and we will be happy to provide support.

As a signatory to the Armed Forces Covenant, we are committed to ensuring that members of the Armed Forces community are treated fairly and are not disadvantaged in their civilian careers because of their service. We welcome applications from veterans, reservists, cadet force adult volunteers, and military spouses/partners, and we actively support flexible and inclusive recruitment practices.