Blue Arrow Edinburgh are recruiting a Business Support Assistant to join our public sector client in Livingston. The role is to provide business planning and support to all directorates across the organisation, as well as having responsibility for the main reception at the Livingston office. If you are an experienced Front of House Administrator then this one could be for you. The role is initially on a 6 month contract, with potential for extension. Due to the nature of the role it will require the successful candidate to work on site 5 days per week.

Main duties:

• Organising and managing logistics for online and face to face events. Recording data as requested by the Events Coordinator.
• Providing admin support to key government priorities.
• Supporting ad hoc Strategic Business Unit tasks as required.
• Maintaining up to date contact lists of stakeholders.
• Liaising with colleagues and external stakeholders (e.g. Head of Authority, Headteacher, Chief Education Officers).
• Monitoring mailboxes.
• Organising, collating and issuing papers, reports etc for key meetings. Note taking and updating action logs.
• Collating and processing data and maintaining corporate databases (e.g. survey and evaluation responses, event attendees and engagement).
• Obtaining quotes for minor purchases and issuing low level contract documentation on behalf of the programme of work. Work with the Procurement team to ensure that processes are followed.
• Raising, tracking and receipting Purchase Orders.
• Booking meeting rooms in the organisation, Scottish Government or external venues when required and as appropriate.
• Covering reception duties, including welcoming staff, visitors, and contractors; greeting and directing at reception, by phone, and via a central mailbox. Booking car parking spaces, couriers, and ordering stationery. Maintaining security in line with procedures at reception.

Ensuring visitors and contractors are signed in, provided with health and safety information, issued passes or keys where required, and informing host(s) of arrival(s).

• Covering enquiries mailbox as required. Using existing systems and processes to respond to enquiries received by telephone and email within set deadlines.

Skills/experience:

• Excellent organisational skills with the ability to manage your workload. Along with using your own initiative to balance competing priorities and ensure deadlines are met.
• Excellent verbal and written communication skills, with the ability to build good working relationships with both internal and external stakeholders and collaborate effectively.
• Experience of working in a fast-paced office environment, proficient in the use of Outlook, Word and Excel IT packages.
• Ability to collate different forms of data to provide appropriate information to senior management.
• Previous reception experience would be a distinct advantage.

Blue Arrow is proud to be a Disability Confident Employer and is committed to helping find great work opportunities for great people.