Administrative Assistant (Dumfries Head Office)
£24,479.00-£28,000.00 per annum pro rata
35 hours per week - Office Based
Purpose of the Job and Key Responsibilities
DGMHA is a registered and established Scottish charity working with people who have complex mental health needs throughout Dumfries and Galloway with a strong vision and drive to deliver excellence in care support provision.
Purpose of the job
Support the Board of Trustees, CEO and SMT to provide effective and efficient administrative support to enable this level to focus on strategic development. The role is highly varied - you will be managing diaries, organising and attending meetings, providing administrative support on projects, implementing new administrative approaches that make us even more efficient.
The role is not only be the face of DGMHA to first contacts, partners and service users ensuring the smooth running of the office Head Quarters but get involved in research, project management with day to day transactional support for the HR, Care/Operational, Estates, IT and Finance departments as well as some marketing and funding opportunities.
Key Responsibilities
The following outlines the key tasks within this role but are not exhaustive i.e the role may be asked to cover other tasks to meet the evolving needs of the organisation:
The point of contact for all visitors, employees and service users face to face, by email, telephone and general correspondence/reception duties e.g. managing the HQ diary, office supplies, waste disposal coordination and minute taking
Providing admin support to the Chair of the Board and Trustees, organising meetings, agenda’s, minutes, Companies House, AGM’s and any other duties as and when required.
Support payroll processing and carry out basic Xero operations, assist with admin and financial reporting, processes, procedures and audit collation and be the second payroll administrator for the association.
Assisting with low level employee relations matters, minutes, correspondence, maintaining personnel records, compliance, recruitment advertising, recruiting days, resourcing and onboarding processing, induction administration and coordination.
Promotion of the association and identifying potential funding opportunities, social media presence, good news articles, Association newsletters, fundraisers, liaising with multi agency leads and contributing to funding applications on an ad hoc basis.
Support with Care Management Systems as required, training administration, maintaining records and assisting with quality and performance assurance and processes, compliance and ad hoc project work.
Taking the lead on project based activities as and when required ensuring the associations aspirations to be paper free fully utilising electronic systems in place.
Support other Head Office staff as and when required to ensure an efficient service is provided at all times.
Person Specification
Experience: Will have held a comparable generalist administrative role supporting cross functional personnel / groups for a minimum of 2-5 years, you will also have worked with sensitive and highly confidential information within a previous role and will appreciate the legislative considerations when exposed to personal data.
Education, Qualifications and Training: Ideally will hold a Business Administration HNC, Degree or equivalent SVQ 3 in Administration or similar but not essential as full training will be provided. Will also have a willingness to further develop skills and knowledge in keeping with Business requirements.
Value base: A belief in inclusion, equality and diversity evidenced through work practice or personal experience. A desire to ensure people are at the heart of decision making. Commitment to the principles and practices of continuous improvement.
Skills, Abilities and Knowledge: Excellent organisational and communication skills. Must be able to self-manage and operate with a high level of accuracy and attention to detail. Ability to multitask and meet deadlines. Ability to apply learning in a practical setting. Flexibility and adaptability, being able to build good relationships across all directorates.
Interpersonal and Social Skills: Will develop good working relationships throughout DGMHA and will always display a professional and capable manner. Will be honest, reliable, and sensitive to the needs of others. Your organisational skills need to be exceptional, with good attention to detail and the ability to juggle a range of different tasks. Written and oral communication needs to be of a high standard and discretion and confidentiality are of the utmost importance.
A track record of Safeguarding and working with vulnerable adults is desirable but full training will be provided.
Please request a full Job Description and Person Specification and/or send a CV, covering letter and application form to [email protected] by Friday 17 July 2026
Full Job Description available on request.
Job Types: Permanent, Full-time
Pay: £24,479.00-£28,000.00 per year
Work Location: In person
