Administrator/PA (Part-time or Full-time) | Ayr

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Job Title: Administrator

Job Type: Full-time or Part-time

Salary: Competitive Salary

Location: Livestock Auction Mart, Whitefordhill, Ayr KA6

 

Our Company

Davidson and Robertson have been adding value to land based businesses by providing high quality independent advice and best service, since 1891. Our progressive firm of Rural Surveyors and Consultants, now have 6 offices through Scotland and Northern England, looking to expand further within the next few years.

 

Main Purpose

To undertake administrative tasks to support the work of our Ayr Office and Director, Head of Regions. The role will consist of both general office administration for our Ayr office whilst simultaneously providing PA support to our Director, Head of Regions. This will be a client facing role where you will be required to provide telephony support and welcome visitors to our Ayr office.

 

Responsibilities

  • Answer incoming calls to the Ayr office using our Xelion phone system and direct them accordingly.
  • Greet visitors to the office, book meeting rooms, arrange lunches as required and maintain sign in records.
  • Coordinate office activities and operations to secure efficiency and compliance to company policies.
  • Keep stock of office supplies and place orders after liaison with our Edinburgh Business Services Department.
  • Manage agendas/travel arrangements/appointments etc. for our Director, Head of Regions. Arrange meetings, prepare meeting rooms, ensure technology is available/setup, greet guests, and offer refreshments.
  • Manage phone calls and correspondence (e-mail, letters, postal packages etc.).
  • Create and update records and databases with personnel, financial and other data.
  • Submit timely reports and prepare presentations/proposals as assigned.
  • General administrative duties, scanning, filing, and photocopying.
  • Responsible for coordinating facilities for the Ayr office e.g. office security and cleaning.
  • To ensure compliance with GDPR regarding data held and information handled in connection with the service provided and maintain safe systems.
  • To support a continuous development culture.
  • To comply with all statutory and company health, safety and environmental policies and procedures and to take appropriate responsibility to ensure health and safety of self and others who may be affected by your actions. Undertake health and safety training commensurate with the level required by the post and take part in risk assessment procedures and the implementation of work practices.
  • To act as first aider for the Ayr office following appropriate training.
  • Job title and job description convey the nature of the work you are required to perform however you may be required to perform any additional duties or other function that D&R considers necessary to meet the needs of the business.
  • This job description does not provide an exhaustive list of duties and may be reviewed considering business changes or developments.

 

Person specification

Experience, qualifications and skills:

  • Proven experience as an administrator/PA
  • Intermediate/Advanced MS office (Word, Excel, Powerpoint)
  • Experience of using MS Teams & Sharepoint desirable.
  • Organised with attention to detail and accuracy.
  • Good communication skills.
  • Friendly and approachable.
  • Ability to meet deadlines.
  • Able to personally manage change and adapt personal work style and process accordingly.
  • Flexible approach.
  • Ability to learn and adapt.
  • Experience of or an interest in the rural agricultural industry desirable but not essential.
  • First aid experience /and or willing to undertake relevant training.
  • Full driving license and access to own vehicle as office is not easily reached by public transport.

 

Job Type

  • Full-time, Part-time, Permanent
  • Expected hours: 15 – 35 per week

 

Benefits

  • Free parking
  • On-site parking

 

Schedule

  • Monday to Friday

 

Education

  • GCSE or equivalent (preferred)

 

Experience

  • Customer service: 1 year (preferred)
  • Administrative experience: 1 year (preferred)

 

Language

  • English (preferred)

 

License/Certification

  • Driving License (preferred)

 

Work Location In person

 

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