Head Office Administrator
Job Introduction
Be the trusted support behind Triage
At Triage, we help people overcome barriers to employment, build confidence and move towards brighter futures. Delivering services from locations across Scotland and England, we provide information, advice, guidance and skills that help people secure employment, progress in the workplace and build meaningful careers.
We are looking for people who reflect our values:
Thrive Together
Never Give Up
Do Something Amazing
Every Day
Our Knowledge is Power
Act with Kindness
If you have a passion for supporting others and want to play an important rolebehind the scenes of an organisation that changes lives, we'd love to hear from you.
About the Role:
We are looking for a highly organised and proactive Head Office Administrator to provide vital administrative support across our business. Although this role is based at our Stirling Head Office, the majority of our workforce operates across our delivery locations throughout Scotland and England. As a result, Head Office can often be a quieter environment with limited day-to-day footfall. This role would suit someone who is self-motivated, comfortable working independently, and able to effectively manage a varied workload while maintaining high standards of accuracy and service.
A key aspect of the role is supporting colleagues across the business. Our operational teams and Heads of Department are your primary internal customers, and building positive working relationships, understanding their needs and providing a high-quality administrative service will be essential to your success.
Reporting directly to the Business Support Manager, you will provide administrative support across a range of Head Office and corporate functions, helping to ensure the business runs efficiently and effectively.
What You'll Do:
Your responsibilities will include:
- Providing administrative support across all Head Office and company support functions
- Acting as a first point of contact for telephone, email and administrative enquiries
- Taking accurate meeting minutes and ensuring actions are recorded and distributed
- Maintaining company records, databases and documentation
- Raising purchase orders and quotations and supporting procurement processes
- Supporting financial administration activities, including invoice processing
- Liaising with suppliers, contractors and building tenants
- Coordinating and maintaining key-holder records and access arrangements
- Supporting the administration and maintenance of company vehicles
- Maintaining accurate records as required, normally via excel reports
- Supporting the company archiving process
- Organising meetings, staff events, travel arrangements, accommodation bookings and lunch orders
- Supporting operational teams with administrative tasks as required, including occasional liaison with programme participants and learners
- Contributing ideas to improve processes and ways of working
- Handling confidential and sensitive information appropriately
- Setting a professional and positive example to colleagues and stakeholders
What We're Looking For:
Essential Requirements
- Previous experience in an administrative role
- Excellent organisational skills and attention to detail
- Strong communication skills, both written and verbal
- Experience taking accurate minutes and recording actions
- Strong interpersonal skills with the ability to build positive working relationships
- Confidence engaging professionally with colleagues at all levels
- Excellent IT skills, including strong knowledge of Microsoft Office applications, particularly Excel
- Experience maintaining records and handling confidential information with discretion
- Ability to manage competing priorities and meet deadlines
- A proactive approach with the ability to work independently and use your own initiative
- Strong problem-solving skills
- A flexible approach and willingness to support multiple business functions
- Customer-focused with a commitment to delivering a high-quality service
Desirable
- Experience raising purchase orders or quotations
- Experience coordinating events, travel or accommodation bookings
- Knowledge of financial administration processes
- Experience supporting colleagues across multiple sites or locations
About You:
The successful applicant will:
- Thrive in a people-centred environment
- Be values-driven and committed to delivering excellent support
- Have a genuine desire to help others succeed
- Be self-motivated and comfortable working independently
- Demonstrate a continuous improvement mindset
- Naturally share ideas and best practice
- Take pride in producing work to a high standard
- Build strong working relationships across teams and locations
- Be reliable, professional and trustworthy
Why This Role Matters:
Behind every successful service is a strong support team. In this role, you will help ensure colleagues across Scotland and England have the administrative support they need to focus on delivering life-changing services to the people and communities we support.
Why Join Triage?
We believe great work starts with great people, so we make sure our colleagues feel supported, valued and empowered to succeed.
Benefits Include :
- Birthday off every year
- Additional annual leave based on length of service
- Two paid volunteering days annually
- Employee Assistance Programme
- Discounts, rewards and wellbeing support
- Pension and life assurance
- Cycle to Work Scheme
- Ongoing learning and development opportunities
- Career progression opportunities
Additional Information:
This job description is intended as a guide to the main responsibilities of the role. You may be required to undertake additional duties consistent with the nature and level of the position.
For the successful candidate, this role will require a satisfactory enhanced disclosure check appropriate to the level of responsibility involved. We handle all disclosure information in line with relevant safeguarding legislation and the DBS Code of Practice, ensuring a fair and transparent process for all applicants. The cost of the check will be reimbursed through our onboarding and internal expense process.
As a Disability Confident Leader, we are committed to ensuring people with disabilities and long-term health conditions have the opportunity to fulfil their potential and realise their aspirations. We will interview all disabled applicants who meet the minimum requirements for the role and make reasonable adjustments throughout the recruitment process.
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