Business Coordinator

Venesky-Brown’s client, a public sector organisation in Edinburgh, is currently looking to recruit a Scottish Futures Forum Business Co-ordinator for a contract until 28 June 2024 with the potential of extension on a rate of £15/hour PAYE. The working hours for this role is 34.5 hours, flexible on working pattern when events are being held this may involve all day onsite working (usually a Monday or Friday but varies) and occasional early evening working until around 8 pm.
Responsibilities:
- Carrying out and taking ownership of administrative processes from end to end, including, maintaining effective filing, database and archiving systems, monitoring budgets, managing financial records using the organisation’s and financial and records management systems, compiling statistics and ensuring desk instructions are kept current
- Managing own, team members’ and shared inboxes, including responding to or allocating enquiries, updating trackers and systems and escalating any contentious issues in accordance with the team’s operating procedures
- Using your IT and digital and other skills to enhance how you carry out your role and support the work of your team, suggesting changes and efficiencies to enable the continual improvement of service quality, including daily use of Microsoft Office packages and applications
- Preparing content for publication on the organisation’s web and social media channels, keeping web pages up to date using WordPress and monitoring and responding to social media activity
- Meeting and greeting people attending meetings and events ensuring their connection with us is positive and accessible from first contact; supporting the organisation’s work with partners, representing the organisation both within and outwith the organisation.
- Producing and updating web content (copy in plain English, images and video), updating the WordPress website and producing high quality content for social media channels to promote the work.
- Arranging visits, meetings, and partner events, including making room bookings, arranging catering, issuing invitations, arranging visitor access, and the preparation, collation and issue of agendas, papers, minutes, reports and other material
- Providing support to team members in a proactive manner by devising efficient systems and/or using corporate systems effectively to ensure data and records are accurate and accessible in accordance with the organisation’s Information Governance frameworks where applicable
Essential Skills:
- Sound analytical skills and good judgement to inform decisions both about your own responsibilities and those of others
- The ability to approach problems you face in a politically sensitive way, always maintaining confidentiality and ensuring the security of data
- The ability to take on new or additional responsibilities to further own development, including trying new ways of working and embracing technology
- The ability to balance and prioritise competing demands with the foresight to plan and anticipate workload peaks
- An ability to take account of others’ needs when delivering a service and uses a proactive approach to ensure expectations are being met
- The ability to openly share knowledge and skills to help other members of the team to develop and is approachable and sensitive towards others
- Excellent time management and organisational skills and ability to work under pressure and to tight deadlines to meet team’s service level agreements
- The ability to explain or pass on complex or detailed information precisely and clearly to a diverse range of people, at different levels, demands and requirement.
If you would like to hear more about this opportunity please get in touch.