Executive & Business Support Administrator in Kelso

• Executive & Business Support Administrator
• Kelso TD5 7NS

Job Title

Executive & Business Support Administrator

The Executive & Business Support Administrator plays a key role in supporting the Chief Executive Officer and Senior Management Team by providing high-quality executive and administrative support across the organisation.

This is a varied and proactive role that combines executive support with business administration, organisational coordination, communications, marketing, and the production of high-quality organisational publications and materials.

As a senior member of the Administration Team, the postholder will provide guidance and support to colleagues, help coordinate administrative activities, and ensure work is delivered efficiently, accurately and to a consistently high professional standard.

The information below is intended to provide an overview of the role. It is not intended to be an exhaustive statement of duties, responsibilities or terms and conditions.

Executive Support

• Provide high-level administrative support to the Chief Executive Officer and Senior Leadership Team.
• Organise meetings, prepare agendas, collate papers and take accurate minutes.
• Monitor actions arising from meetings and ensure timely completion.
• Manage confidential correspondence and documentation appropriately.

Prepare professional reports, presentations, briefing papers and other documentation to a high standard.

Business Support

• Support organisational projects and service developments from planning through to implementation.
• Coordinate project documentation, action plans and organisational deadlines.
• Assist with business planning, service development proposals and funding applications.
• Assist in preparing documentation for inspections, audits and external reviews.
• Undertake research and information gathering to support organisational decision-making and continuous improvement.

Finance Administration

• Process sales invoices using Xero, ensuring documentation is scanned, uploaded and accurately recorded.
• Review and approve invoices prior to submission to the Finance Manager for processing.
• Maintain accurate electronic records of financial documentation.

HR Administration

• Provide general administrative support to the HR function.
• Maintain accurate and confidential employee records and personnel files.
• Assist with preparing HR documentation, correspondence and recruitment paperwork as required.

Publications & Document Development

• Design and produce high-quality organisational documents including

• Policies and procedures
• Staff handbooks
• Induction materials
• Training resources
• Newsletters
• Information leaflets
• Annual reports
• Presentations
• Ensure all publications reflect organisational branding and maintain consistency.
• Review existing documents to improve readability, accessibility and presentation.

Communications & Marketing

• Support internal and external communications.
• Produce staff communications and organisational updates.
• Assist with recruitment campaigns and promotional materials.
• Update website content where required.
• Support social media activity in line with organisational guidance.
• Coordinate publicity for organisational events and initiatives.
• Create marketing materials using platforms such as Canva or similar design software.

General Administrative Duties

• Provide administrative support across the organisation, including filing, record-keeping, and document management.
• Assist with reception duties, telephone enquiries, and internal communications as required.
• Prepare reports, spreadsheets, and correspondence for management.
• Support the efficient operation of the Administration Team by assisting colleagues with general administrative tasks as required.

Team Support & Coordination

• Act as a senior member of the Administration Team, providing guidance and day-to-day support to administrative colleagues.
• Promote consistency in administrative processes and standards across the team.
• Share knowledge and best practice to support the development of administrative colleagues.
• Assist with the induction and training of new administrative staff where required.
• Identify opportunities to improve administrative processes and contribute to continuous service improvement.
• Escalate operational issues to the Personnel & Administration Manager where appropriate.
• Significant experience within a senior administrative or executive support role.
• Experience supporting senior managers or directors.
• Experience producing professional reports and presentations.
• Experience coordinating projects.
• Experience organising meetings and taking minutes.
• Experience managing confidential information.
• Experience improving administrative processes.
• Experience within health or social care.
• Experience supporting governance or quality assurance processes.
• Experience coordinating marketing activities.
• Experience updating websites or social media.
• Experience producing learning and development materials.
• Use of Microsoft Office software, including using Outlook, Share Point, Word, Excel, for production of forms and spreadsheets for management and staff.
• Use of telephone and digital communication.
• Company pension
• Discounted or free food
• Free flu jabs
• Free parking
• On-site parking
• #J-18808-Ljbffr