Responsibilities:
1. Provide high-quality administrative support and manage daily requests, ensuring work is coordinated and completed within timescales.
2. Follow financial processes, guidance, and systems, including raising new supplier agreements, purchase orders, invoices, receipts, and ensuring timely payment. (Full training will be provided)
3. Ensure confidentiality, filing, photocopying, record-keeping, and statistical information are up to date and handled in accordance with General Data Protection Regulations.
4. Assist with staff travel arrangements, checking staff travel and subsistence claims.
5. Act as the first point of contact for general inquiries at Inverness Castle Experience and support management of general and event bookings.
6. Perform general human resources and payroll administration, including maintenance of staff information, recruitment administration, absence returns, leave recording, timesheets, and wages spreadsheet while maintaining confidentiality and following General Data Protection Regulations.
7. Handle inquiries and liaise with managers as needed, providing information and taking messages as appropriate, including referring to the appropriate members of staff and ensuring contacts receive responses.
8. Assist with the full range of requirements for meetings and any ad hoc requirements, including issuing e-diary invites, arranging venues and refreshments, drafting agendas, scheduling regular agenda items, following up on actions, taking minutes/notes, and coordinating visits to Inverness Castle Experience.
9. Work closely with team colleagues to provide high-quality administrative support for the management team.
10. Support the organization and recording of training relevant to the Inverness Castle Experience teams, including liaising with trainers, issuing emails to staff, inviting to meetings using Microsoft Teams, providing certificates, and updating records appropriately. Assist with any safeguarding administration.
11. Assist with the collation of monthly absence returns using Excel spreadsheets.
12. Ensure that all processes within the remit of the post are undertaken in accordance with procedures and carried out in a timely manner.
13. Coordinate approvals and distribution of all staff emails and information as required.
14. Identify and progress ideas and improvements within the team in conjunction with others as needed.
15. Assist other areas of High Life Highland with particular projects or in the event of holidays or sickness.
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