Administrative Assistant

Admin Assistant

The HALO Trust is the world’s largest and oldest international humanitarian mine action non-government organisation (NGO). Our mission is to lead the effort to save lives and restore livelihoods for those affected by conflict. HALO is known for its work to clear landmines but is very much involved in the disposal of other explosive hazards such as bombs, rockets, missiles, and improvised explosive devices (IEDs). HALO was established in Afghanistan in 1988 and now employs over 8,500 staff in 26 countries and territories.

Due to an internal move we are looking to recruit an Admin Assistant on a part time basis initially for 20 hours per week to provide general administrative support to the Office and Travel Manager in the day to day running of the office. The role will be based within our offices in Carronbridge. The pattern of work will be discussed and agreed with the successful candidate.

Key Duties and Responsibilities:

• Reception – Welcome visitors, manage visitor register, ensuring a positive image is portrayed of The HALO Trust at all times.
• Switchboard – Effectively and professionally answer and transfer telephone enquiries, redirect as appropriate, and take messages when necessary.
• Mail – Process incoming and outgoing mail and arrange overseas consignments with courier, liaising with the logistics department where appropriate.
• Office Stationery – Monitor stock, replenish stationary and office supplies as required ensuring sufficient stock at all times.
• Travel – Assist with staff travel arrangements when requested by the Office &Travel Manager
• Catering – Arrange hospitality for meetings and visitors as required
• Admin – Provide admin support to HQ staff including minute taking, document binding, photocopying, document formatting and typing.
• Meetings/events – Assist in the organising of meetings and events, including room booking, hotel booking, travel and hospitality as required.
• Record Keeping – Maintain hard and soft copy filing system including the scanning of documents.
• Recycling – Ensure printers are maintained with ink and cartridges recycled.
• General – Any other administrative tasks commensurate with the grade of the role.

The HALO Trust is an Equal Opportunity Employer and does not discriminate against any applicant for employment because of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion or belief, sex or sexual orientation.

The HALO Trust is committed to a culture that is both diverse and inclusive and we seek to recruit, develop and retain the most talented people form a diverse candidate pool.

If you wish to apply please submit your CV (no more than 2 pages) and a covering letter (no more than one page). Closing date for applications is Wednesday 16th March 2022. We intend to hold interviews on 23rd March. If there is a sufficient calibre of applicant, we reserve the right to close the role earlier than the date noted.

Please note, only applicants who have the right to work in the UK without time restrictions will be considered.

Requirements

• Good communication, organisational and interpersonal skills
• Experience providing administrative support in a busy team preferred.
• Competent in the Microsoft office package, in particular, excel, word and outlook.
• Excellent customer service skills.
• Clean driving licence as travel is required to the local post office or to collect catering locally from Thornhill.

Benefits

• Pro-rated salary commensurate with experience within the salary range of £18,750-£19,500
• 25 days annual leave plus 8 statutory holidays (pro-rated for part time hours)
• Non contributory Life Assurance
• Workplace Pension with up to 5% contributions matched by HALO
• Cycle to work scheme
• Flexible working policy