Evenings & Weekend Front Desk & Admin Coordinator

The closing date for completed applications for this post is 9am on Monday 06 April 2026, and it is anticipated interviews will take place on Tuesday 21 April 2026.

Hours: Part Time (average 19.75 hours per week)

Salary: £27,491 - £31,913 (SCP 18 - 25) (pro rata for part time hours)

A vacancy has arisen for the above post to work within the Reception Area at Rossie. The hours for this post are set against a 3 week evening/weekend working pattern with evenings (week days - Monday to Friday) being 4.45pm – 10.30pm and weekend hours (Saturdays and Sundays) comprising of early shifts 7.45am – 3.00pm and late shifts 2.45pm – 10.30pm.

JOB DESCRIPTION:

• Undertake all reception type duties within the central reception area:
• Welcome employees to the reception area and ensure they sign in/out and are issued with/return internal phones
• Issue and signing out of safety equipment, ensuring items not returned are reported appropriately and accounted for
• Refer to central electronic calendar for overview of organisational appointments and car bookings
• Receive all incoming telephone calls and re-route as necessary, taking relevant messages as required
• Receive all visitors to Rossie and ensure signing in and security procedures are adhered to at all times
• Receive and record incoming rents from those visitors who have short assured tenancy agreements with Rossie
• Issue required items to employees going on outings using the Rossie fleet of cars
• Ensure appropriate operation of secure doors and report any faults accordingly
• Receive deliveries from suppliers, logging receipt and updating employees of delivery
• Provide administration support to internal departments, houses, teams and individuals as appropriate:
• When required, assist with word processing tasks e.g. letters and maintain appropriate recording log for ease of retrieval
• Provide assistance as directed by the QIWM and EHHROD including filing, photocopying and other administrative tasks as required
• Ensure adequate supplies of admission packs are available for distribution to relevant parties
• Maintain stocks of relevant forms/paperwork
• Use and maintenance of all office machinery as necessary including printers, photocopiers, laminator, binder, scanner etc.
• Maintaining of adequate stock levels for Rossie ensuring that relevant procedures and processes are adhered to
• Ensuring that incoming and outgoing mail procedures are followed accurately and timeously
• Maintain a number of filing systems within the Management Support Team
• Maintenance of the telephone systems within Rossie, including reporting of faults etc.
• Carry out daily and weekly petty cash duties in conjunction with QIWM and EHHROD:
• Distribute petty cash in line with procedures at appropriate times in the working day
• Providing administrative documentation and monies for young people’s home leave arrangements as directed by relevant employees
• Balance petty cash at required intervals throughout the day
• Maintenance of recording systems on a regular basis as determined by QIWM and EHHROD:
• Maintenance of recording systems for petty cash and young people’s accounts
• As requested, perform data entry onto relevant recording systems
• Record and maintain information on young people admission/discharge/transfer including updating of recording systems
• Setting up and maintenance of new and existing recording systems as required
• Contribute to security processes required on receipt of incoming items from visitors

Please note this job description is to provide a clear and concise statement of the main tasks and activities of the post, and it is not intended as an exhaustive list of every aspect of the post holder's duties. All the above duties will be carried out in line with Rossie policies and procedures.

PERSON SPECIFICATION:

• Knowledge Base (Essential): Thorough knowledge of Microsoft Office packages
• Qualifications (Desirable): HNC or above in either Admin/Secretarial Studies/Customer Care or similar discipline
• Experience (Essential): Previous work within a reception/office environment
• Experience (Desirable): Previous experience within a customer care environment
• Skills (Essential):
• Proficient administrative skills
• Developed organisational skills
• Maintaining filing systems
• Appropriate record keeping
• Excellent oral and written communication skills
• Listening and understanding skills
• Numeracy/Cash handling
• Skills (Desirable): Setting up of spreadsheets and databases; Meeting administration, inclusive of minute taking and transcription
• Qualities (Essential): Friendly and welcoming; Professional approach; Customer focused; Collegiate; Work on own initiative as well as part of a team; Honest; Reliable; Ability to multi-task effectively; Self motivated

Full Clean Driving Licence - Essential