The Role:
The Office Administrator supports the smooth, efficient, and compliant running of day‑to‑day operations. The role provides administrative, organisational, and logistical support across the organisation, ensuring staff, clients, and stakeholders receive a professional and consistent service. In addition, the Office Administrator should support the continual improvement of business processes and performance.
The Office Administrator is an integral role in the Affric Team, our clients require proactive dynamic response, this is reflected in the expectations of all team members contributions.
Specific responsibilities for the Office Administrator role are detailed below, however this is not an exhaustive list. Additional tasks may be requested to be undertaken to meet business, and client needs as deemed necessary.
Graduate Apprenticeship Business Management Opportunity
Earn while you learn, the successful candidate will be enrolled on the GA BA/BSc (Hons) in Business Management (SCQF Level 10), awarded by the University of the Highland and Islands.
This unique programme blends Higher Education and vocational learning to offer a degree with a difference, and all without leaving the workplace.
Duties:
Included but not limited to:
General Administration:
· Manage incoming calls, emails, and enquiries, ensuring timely and professional responses and allocation to appropriate team members.
· Maintain office calendars, internal meeting invites and schedules, team training register and room bookings.
- Assist with data entry, record‑keeping, and maintaining accurate data in company systems.
- Organise Internal Team Training.
- Support onboarding of new staff, including preparing induction materials as required.
Office & Facilities:
- Take regular inventory & order stationary, paper, printer ink, kitchen & bathroom supplies. Undertake re-stocking in consideration of Affric’s IMS policies and procedures.
- Undertake office admin activities to facilitate smooth operations (filing, digitisation, shredding etc).
Operational / Integrated Management System Support:
- Support project delivery as requested including for example set up of templates and undertaking quality assurance checks of document formatting.
- Meeting support: agenda, presentation, minute and action tracker preparation.
- Organise team travel.
· Oversee client enquiries and allocate to the team as required via the enquiries process.
- Track team actions & update of the IMS improvement log.
- Administration and maintenance of the companies IMS system to ISO Standards ensuring reviews are carried out as required and version control is maintained.
- Identify and support improvements to the IMS.
- Build new workflows for IMS as required.
· Carry out the company Internal Audit process to ISO Standards, and feedback results to the team/management team (once qualified to do so).
· Arrange and coordinate the preparations for external audits of the IMS.
- New project set up including electronic files, timesheet tasks, QuickBooks project products and services, etc.
Finance & Reporting:
· Support internal processes such as procurement, expense tracking.
· Provide Purchase Orders, record Incoming invoices and expenses.
- Assist with budget tracking and financial reporting.
- Reconcile Company Credit Cards monthly.
- Support Staff with reports from Timesheet system as required.
Stakeholder & Customer Support:
- Provide a welcoming first point of contact for visitors, clients, and partners.
- Support event coordination, workshops, and internal communications.
- Maintain positive relationships with external partners and suppliers.
Qualifications
· Minimum of 3 SQA Highers at C or above.
· Minimum of 2 A Levels at C or above.
· Modern Apprenticeship in Business Administration.
· Foundation Apprenticeship in Business Skills plus 1 Higher at C.
Closing date/Interview Information
· Closing date Friday 14th August
· Interviews will take place w/c Monday 17th August
· Start date Monday 24th August
· Start date of GA Business Management Programme Monday 1st September
Pay: £28,000.00-£34,000.00 per year
Benefits:
- Company pension
- Employee discount
- Free parking
- Health & wellbeing programme
- On-site parking
- Sick pay
Work Location: In person
