Support Assistant

Venesky-Brown’s client, a public sector organisation in Midlothian, is currently looking to recruit a Support Assistant for an initial 6 week contract with potential to extend on a rate of £13.11/hour PAYE. This role will be based onsite. The working hours are 35 hours per week.

Responsibilities
• Provide a document preparation service through the application of PC software packages such as copy typing/word processing, typically to include correspondence, reports, forms, minutes, procedures, standard documentation, overhead slides and other literature, as requested.
• Be responsible for the maintenance and updating of record systems both manual and computerised; such record systems might typically include databases, filing systems, absence/attendance records where required, reference works, circulation lists, registers, accounting systems, payments, receipts, office diaries (excluding personal diaries) and indexes.
• Undertake the coding, input, extraction and amending of information for databases and spreadsheets to support management information requirements.
• The receipt and issue of documents, goods and items
• The receipt and issue of monies where it is as an essential requirement of the post
• Maintenance of procedural records
• Processing authorised orders for goods
• Maintenance of stock levels e.g. Standard forms, leaflets, stationery, goods
• The preparation and checking of related documentation such as application forms and supporting documentation
• Dealing with suppliers or service users as a first line of enquiry
• Booking appointments, venues or taking bookings for organised events and in the case of staff taking enrolments
• Checking and categorising of documents for processing e.g. Applications or requests
• In circumstances where suitable training has been received, transcribe audio tapes.
• Collate, compile, distribute, forward, file and circulate documentation/information as required.
• In circumstances where suitable training has been received, transcribe audio tapes.
• Collate, compile, distribute, forward, file and circulate documentation/information as required.
• Opening, sorting, recording and distributing mail.
• Provide an enquiry/reception service for internal/external users, after the provision of adequate training, answering queries on the relevant service areas and referring enquiries to the appropriate member of staff as required.
• Provide cover for other staff of the equivalent grade, e.g. reception duties or on a staff duty roster, or relief staff roster.
• Prior to an event, check that venues have been set up, in accordance with instructions. On an occasional basis provide tea/coffee for small groups.
• Collect and provide statistical information in accordance with procedures.
• Provide additional support by effectively utilising available office equipment e.g. telephones, Fax machines; photocopiers; data imaging equipment; email, mail franking machines; document binding equipment etc.
• Undertake any other relevant duties as required by management.

Essential Skills
• Applicant must have excellent communication and organisation skills and be customer focused as well as the ability to work towards tight deadlines. Evidence of competency in literacy and numeracy skills such as a minimum of three standard grades level 3 passes or above to include Mathematics and English or equivalent is essential. (SVQ 2 or equivalent is an acceptable alternative).
• Some practical experience or demonstration of competency in the use of word processing and standard PC software packages is also essential.
• Demonstrable competency in keyboard and clerical skills are also required; SVQ 2 or equivalent is an acceptable alternative.

Desirable Skills
• Experience in a similar office environment, with a working knowledge of modern office equipment is desirable.