Administration Assistant

Permanent post, subject to 6-month probationary period

How to Apply: Please send your CV and a brief cover letter outlining your relevant experience to enquiries@sharescotland.org.uk

Are you a highly organised professional with a sharp eye for detail? We are looking for a reliable Administration Assistant to join our Glasgow-based team 4 days a week.

This is a varied role that requires a proactive "can-do" attitude. You’ll be responsible for onboarding staff, recruitment checks and daily HR duties, assisting with accounts, and ad-hoc administration tasks. All whist balancing the workload with essential routine tasks and fast-paced multitasking.

The Role

In this position, you will manage your own workload and ensure nothing falls through the cracks. Your day-to-day will include:

• Workflow Management: managing correspondence, and maintaining digital and physical filing systems.
• Data & Compliance: Handling repetitive administrative tasks with high accuracy and speed.
• Operational Support: Assisting with basic HR documentation or financial/accounts processing (experience in these areas is a major plus).
• Problem Solving: Acting as the go-to person for office enquiries and ensuring a seamless office environment.

What We’re Looking For

• Admin Pro: Proven experience in a busy administrative role.
• Attention to Detail: You’re someone who spots the small errors others might miss.
• Organisational Skills: A natural ability to multitask and prioritise a shifting to-do list.
• Self-Starter: You are comfortable working independently and managing your own time effectively.
• Bonus Skills: Previous experience in HR administration or basic book keeping/accounts will move your application to the top of the pile.

Why Join Us?

· Generous 32 days annual leave, rising incrementally after 5 years to a limit of 42 days

· 4% employer contributory pension (above minimum legally required)

· Supportive and Friendly Teams

· Investors in people (Silver) employer

· Regularly awarded 6 stars from the Care Inspectorate

· Death in service insurance (2 x annual salary)

· Critical illness insurance (lump sum payment if diagnosed with certain critical illnesses)

· HSF Health Plan membership

· Perkbox Membership

· Opportunities for progression with our active succession policy

We offer a friendly, supportive working environment right in the heart of Glasgow. This 4-day-a-week position offers a fantastic work-life balance for an administrative professional who takes pride in their work.

Key Responsibilities

General Administration

• Act as a first point of contact by answering incoming telephone calls and responding to emails in a professional and timely manner.
• Ensure all enquiries are handled efficiently or escalated appropriately.
• Provide administrative support across the HR team as required.

HR Administration Support

• Assist the HR Administrator with day‑to‑day HR tasks, ensuring deadlines are met and records are maintained accurately.
• Add new candidates and employees to the HR software system and complete all associated new starter documentation.
• Prepare, issue, and track new starter paperwork, ensuring data is accurate and complete.
• Request employment references, monitor responses, and follow up where required.

Record Keeping and Compliance

• Maintain accurate staff sickness records and provide regular updates to managers. Ensure the staff sickness policy is being correctly followed and all relevant trigger information is sent to management.
• Assist with Scottish Social Services Council (SSSC) and PVG registration processes, including record keeping and renewals.
• Create, maintain, and update personnel files in electronic formats.
• Scan and archive leavers’ files in line with data protection and retention policies.
• Support GDPR compliance by handling personal data sensitively and securely.

Benefits and Payroll‑Related Administration

• Add new staff members to the staff benefit package
• Add new staff to new to payroll spreadsheet
• Maintaining pension records with pension provider

Book keeping

· Input of supplier / sales ledger invoices

· Credit control

· Assisting with service user finances

Communications and Engagement

• Collate information from across the organisation for inclusion in the staff newsletter.
• Assist with formatting and preparing content to agreed deadlines.

Meetings and Support

• Attend regional meetings as required and provide accurate minute‑taking.
• Distribute minutes and action points in a timely manner and follow up where necessary.

Continuous Improvement

• Identify opportunities to improve administrative processes and suggest more efficient ways of working.
• Provide cover for colleagues during periods of absence, where required.

Administration Support - Person Specification

Essential

• Excellent attention to detail with the ability to produce accurate and well‑organised work.
• Ability to work on own initiative with minimal supervision.
• Strong organisational and time‑management skills.
• Confident using IT systems, including Microsoft Office (Word, Outlook, Excel).
• Ability to handle sensitive and confidential information with discretion.
• Effective written and verbal communication skills.
• Ability to prioritise a varied workload and meet deadlines.

Desirable

• Previous experience in an administrative or HR support role.
• Knowledge or experience of HR systems or databases.
• Experience of minute‑taking.
• Familiarity with SSSC and PVG processes.
• Xero accounts experience
• Understanding of data protection and confidentiality requirements.

Personal Qualities

• A proactive and positive approach to work.
• Willingness to learn and develop new skills.
• A strong team player who can also work independently.
• Flexible and adaptable to changing priorities.
• Committed to contributing to continuous improvement within the team.

How to Apply

Please send your CV and a brief cover letter outlining your relevant experience to enquiries@sharescotland.org.uk