Administration Officer - Operations

Scottish Canals are the custodians of the nation’s canal network and surrounding estates. Our vision is to invest in the canal network to generate lasting benefit for people and communities; celebrating their industrial heritage, ensuring they offer quality green and blue spaces for people and communities and contribute to Scotland’s resilience in tackling climate change.

Our success is rooted in valuing the contributions of our entire team - we care, we create, and we collaborate to continue to deliver a whole range of activities from boating, paddling, walking and wheeling to living and playing and improving what the canals have to offer to our visitors and communities. We also work collaboratively with our partners and stakeholders to contribute to a wealthier, fairer, greener and more resilient Scotland.

As an employer we offer a truly unique opportunity to be part of our team, help us realise our vision and contribute to safeguarding our heritage and ensuring our canals flourish now and in the future. 

We currently have an exciting opportunity for an Administration Officer to join our Governance and Administration team in Falkirk. You will help ensure the office runs smoothly and efficiently delivering an excellent administration service to Chief Operating Officer and colleagues within the Engineering, Estates, Operations and Destinations directorate.     

The role is offered on a permanent basis and with a starting salary of £26,110 (Band B). Working hours 37 hours per week, hybrid working, Monday to Friday.

Scottish Canals offer a generous annual leave entitlement of 28 days, plus 10 public holidays, along with enhanced sick pay, discounted shopping vouchers, a health cash plan and a contributory pension scheme with up to 10% employer contribution.

Primary responsibilities of the role:

• Undertake a range of administrative tasks to support effective working of the Directorate including responsibility for diary management for the teams, minute taking and actions at key meetings, forward planning and scheduling.
• Arrange internal and external meetings including agendas and itineraries, distribution of material and travel arrangements. 
• Appropriate communications and tracking of action points and deadlines following meetings and events.
• Sort, allocate and where appropriate, respond to incoming correspondence to enable it to be dealt with efficiently and by the correct person.
• Support the preparation of internal and external reports.
• Assist in maintaining and monitoring project plans, project schedules, budgets and expenditures. 
• Communicate with customers, suppliers and employees including receiving visitors and customers. Screen calls, deal with issues, take messages and impart information as appropriate. 
• Using business systems, maintain confidential and non-confidential records including inputting information, abstracting, and presenting data in a clear and logical format. 
• Assist with organising events.
• Assist other departments, if required, with admin duties.
• Comply with Scottish Canals Health and Safety policy and defined standards. Undertake risk assessments, report incidents and near misses.
• Other project work as required.

Qualifications and knowledge required:

• Recent graduate, SVQ/NVQ in Business Administration Level 3 or HNC/HND or equivalent.

Skills and experience required:

• Proven work experience in secretarial, administrator or similar role.  
• Highly proficient in the use of computers and business software e.g. Microsoft office, excel, PowerPoint etc.
• Although not essential the ideal candidate will have experience of working in an engineering or project setting,

Qualities & abilities required:

• Excellent communication, writing and presentation skills, with strong attention to detail.
• Experience of working to schedules and deadlines, with good organisation skills.
• Motivated and proactive, with an eagerness to learn and develop.
• Experience using MS Office Suite including MS Word and MS Excel.
• Ability to prioritise own workload to achieve business led or specifically detailed deadlines.
• Ability to work on own initiative using judgements regarding confidential issues and release of information to internal and external contacts.
• Use of initiative to interpret and respond to requests for information.
• Collaborative and effective team player who can work with colleagues at all levels of the business.
• Flexible, positive attitude and setting high standards.