Clerical Assistant 2 (Maternity Cover)

Key duties and responsibilities

• Actively promote a positive and collaborative workplace culture that supports the Charity’s purpose of Making Life Better and i-care values to increase morale, productivity and performance.
• Provide a high standard of administration clerical and typing support, using MS Office packages as required, including word processing, spreadsheets and preparation of presentations
• Be responsible for opening, recording and distribution of mail, office cover and other duties
• Ensure filing, photocopying, record-keeping and statistical information are up to date.
• Make arrangements for meetings, including booking of venues, catering, agenda preparation and minute taking as required
• Deal with enquiries, including members of the public, referring telephone calls to appropriate members of staff and giving information or taking messages as appropriate;
• Act as first point of contact for all enquires at IBG and manage bookings. From time to time meet clients face to face
• Manage event bookings diaries for IBGN.
• Issue invoices and manage payments.
• Process all income from sales, donations, events, grants, direct debits and banking
• Financial administration including sourcing, ordering and processing of invoices using the organisation’s financial systems and to carry out duties as petty cash holder.
• Personnel administration, including maintenance of staff information, recruitment administration, absence returns, leave recording, timesheets and wages spreadsheet
• Assist with making staff travel arrangements, and checking of staff travel and subsistence claims
• Maintain security of the reception at all times, adhering to data protection policy and ensuring confidentiality is preserved
• Display and monitor current information regarding activities, customer notices and display boards
• Assist in managing social media accounts for IBGN including liaising with Corporate Marketing and Communications Team
• Provide office cover for other areas of HLH when required
• Keep reception, office, toilets and public areas clean and tidy.
• Carry out building integrity check and report defects found.
• Assist with compliance checks; fire alarm, first aid boxes, fire extinguisher, etc
• Development of sales area, from selecting and ordering stock to display and stocktaking.
• Maintain and improve established administration systems.
• Pursue continuous professional development and contribute to the continuous improvement of Inverness Botanic Gardens and High Life Highland as a whole.
• Attend and undertake any training online or in person.
• Aim to reduce wastage and uphold our environmental values of being as sustainable as possible in all tasks.
• Assist and support other areas of High Life Highland with particular projects, training or in the event of holidays or sickness working cross-functionally across the Inverness Botanic Gardens team.
• Maintain an awareness and knowledge of the risk management responsibilities appropriate to their role, as identified within the HLH Risk Policy and associated guidance documentation.

*** A Disclosure Scotland PVG check is not required for this post ***