Office Assistant

ROLE PROFILE

Role Details
Job Title: Office Assistant

Department: Scotland

Responsible for: None

Location: Scotland

Line Manager Job Title: Project Manager

Created: January 2026
Last updated:

Job Goal
To support the finance and admin requirements of the Scotland office as required,  ensuring accurate
maintenance of project information and financial records; help co-ordinate the planning and delivery of
key projects and help ensure a positive customer experience.

Role Responsibilities
Responsibility

•  Helping to manage the Scotland inbox

where relevant

•  Help to ensure the successful delivery of
events relating to Scotland projects,
including meetings, the ALBAS, Royal
Highland Show and career events as
required

•  Support the creation and processing of

purchase orders.

•  Help to raise & process invoices and

providing up to date payment data and
reports

Outcomes and measures
•  Effective filtering of emails, responding where
appropriate and seeking help as required.

•  Queries relating to event responded to or
forwarded as appropriate, in a timely and
effective manner.

•  Effective communications with attendees
•  Events successfully delivered as per event plan

and event goals achieved

•  Positive feedback from attendees
•  New suppliers are added to our systems quickly

and efficiently

•  Purchase orders are processed in a timely
manner and in line with our best practice

•

Invoices raised in a timely and accurate manner

•  Provide support for internal queries

•  Effective responses to requests during internal

•  Support the work of the Scotland team

and external audits

•  Help ensure effective implementation of

improvement projects

•  Respond to training and event queries as

appropriate

•  Provide general support to the Scotland team
•  Provide support to the Scotland Director, Project

Manager and Partnerships Manager as
appropriate.

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Person Specification

Knowledge / Skills Required
Essential
•  Good administrative skills
•  Good knowledge of Microsoft Excel

Desirable

•  Working knowledge of Sage or similar

Experience
Essential
•  Experience of working in an office environment
•  Familiar with a range of IT packages

Desirable

•  Some  previous  experience  of

financial

administration

Qualifications
Essential

Desirable

•  HNC qualification in an appropriate area or

equivalent

•  HND Administration
•  Working towards AAT level 2 or above

Behaviours
Behaviour
Customer First

Commercially Driven

Collaborative

Camaraderie

Leadership

Personal Effectiveness

Outputs
•  Continually seeks improvements to customer service
•  Aims to solve customer problems quickly and in full
•  Rises to challenges to take ownership of customer issues
•  Understands the business structure and their role in achieving business plan
•  Strives to get think commercially to achieve cost savings
•  Looks to streamlining process, costs and resources to focus on adding value
•  Encourages effective communication across all levels
•  Shares knowledge and information
•  Asks questions and checks understanding
•  Shares knowledge and information with team members and colleagues

across teams.

•  Recognises and responds when others require help and support
•  Is approachable and open to the ideas of the team
•  Acts as a role model of the corporate values and behaviours
•  Develops trust by delivering on promises and communicating all changes
•  Engages with others and makes suggestions or offers help when it is needed
•  Take ownership of a task they have been allocated and follows through
•  Plans ahead and communicates these plans to those who need to know
•
•  Is adaptable when the needs of their role or the organisation changes

Is more proactive than reactive in their approach

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