25.03 - Faculty Officer (FTC - 12 months)
Posted: 20/01/2025 15:02 Salary: £22,881 - £26,487 per annum Location: Edinburgh Deadline: 03/02/2025 12:00 Hours: 35.00 Benefits: Generous range of benefits Job Type: Fixed Term Contract
To apply for this vacancy, you must complete an Application Form which can be accessed on the Application Form tab of this site. Please note that applications must be submitted in the correct format of an application form as CVs will not be accepted.
Reports to the Deputy Faculty Superintendent
Job Purpose
The purpose of this role is to assist, and to aid, on behalf of the Facilities Team, in the smooth running of the organisation and to provide an efficient and effective service to members and other departments within the Faculty. This role involves working across multiple areas within the Faculty of Advocates and carrying out several different tasks and responsibilities.
Main Responsibilities
* To perform reception duties including answering telephones and transferring calls, taking detailed messages, emailing Members and staff, and handling enquiries from Members, Solicitors/Agents, Clients, Clerks, and other departments.
* To book rooms for members, including those that require use of Audio Visual facilities, and to provide assistance with Audio Visual requirements as requested.
* To ensure that rooms are appropriately allocated, requirements for disabled clients are met, and to accommodate individual Advocates’ preferences, where possible.
* To carry out administration tasks allocated by the Faculty Superintendent or Deputy Faculty Superintendent.
* To report all building repair faults and maintenance problems to the Deputy Faculty Superintendent and ensure that the general presentation of the buildings is in good order.
* To set up rooms for specific purposes, including conferences/seminars, ensuring that video/audio conference facilities are ready for use if required.
* To open and close the buildings daily, check that the intruder alarms have not been breached, and oversee the security of the premises in conjunction with other users.
* To be knowledgeable and able to demonstrate how to use all audio-visual equipment.
* To assist members of Faculty to dress in professional court garments and prepare and pack members' court garments when requested.
* To gather items for laundering, log and record appropriately, and prepare for collection.
* To sort and deliver mail and parcels to members and staff within the Faculty.
* To collect and prepare mail and parcels for sending out and take items to the Post Office when required.
* To issue stationery, shirts, collars, and accessories, recording necessary charges on a spreadsheet.
* To maintain relevant stock sheets for stationery, clothing, ties, and any other items sold to members.
* To provide coffee and tea service to members.
* To operate, clean, and maintain the coffee machines as required.
* To identify as many Members of Faculty as possible, including Senators of the High Court.
* To maintain a high standard of service to all members and ensure confidentiality is upheld at all times.
* To assist in the Faculty’s Emergency Procedure in the event of a fire, bomb threat, etc., and to operate fire, bomb, and sprinkler alarm, carrying out weekly testing procedures. All Faculty Officers are expected to be trained as Fire Wardens for all Faculty sites.
* To undertake first aid training as required.
* To work in any of the various areas overseen by the Facilities department.
* To carry out any other task, across all Faculty buildings, as reasonably assigned by the Faculty Superintendent or Deputy Faculty Superintendent.
Performance Requirements and Conditions
Education/Experience: Basic school education of four National 4 or 5’s (or equivalent) and a current clean driving licence is essential.
Learning Period: Initial few months to recognize Members of Faculty and develop an appreciation of Faculty protocols and departmental processes.
Skills: Excellent communication skills, attention to detail, positive customer care outlook, good memory, and common sense.
Software Used: The post holder is required to work with Microsoft Outlook, Excel, Word, and Microsoft Teams. Familiarity with audio-visual systems used by the Faculty is desirable, as is some level of computer literacy.
Supervision Received: Supervision is based on established procedure with random checking by the Faculty Superintendent or Deputy Faculty Superintendent.
Accountability: Attention to detail is essential, with the seriousness of any errors depending on the particular duty undertaken.
Decisions: Most decisions are based on established policy and common sense, with some scope for own initiative, especially in locations outside Parliament House.
Working Hours: The department operates between 8 am and 7 pm Monday to Friday, and the post holder must be flexible to work a shift between these times (an 8-hour shift with 1 hour lunch break). There may be a requirement to carry out extra hours at Faculty events, with 2 weeks’ notice given, for which overtime will be paid.
Complexity: Few tasks are complex, mostly involving the application of simple rules; however, the volume and variety of tasks can create a pressured environment.
Contacts:
* Internal: Colleagues and Members of Faculty.
* External: Solicitors, members of the public, court staff, and contractors.
Other Factors: As part of the Faculty Officer’s responsibilities in either the Male or Female Gown Rooms, a genuine occupational requirement exists that Gown Room duties are carried out by same sex as the Faculty Officer, as permitted under the Equality Act 2010.
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