Administration Officer

Allstaff Office Division are delighted to bring to the market the role of Administration Officer for client based in Glasgow city centre. The hours are Monday to Friday 9 am - 5 pm (one hour lunch) with option of hybrid after probationary period.

The main duties of the post include:

· Responsible for the receipt and data capture of all new applications onto the case management system; including acknowledgement and issuing requests for papers.

· Creating new case files and document inventories for papers received from Justiciary Office, Sheriff or District Court.

· Creating and circulating electronic agendas for both Committee and Board meetings.

· Processing decision letters and scanning decisions to the case management system.

· General case administration including: maintenance of Board attendance and conflicts information; processing referred case updates from the High Court; issuing application packs; issuing and processing standards surveys; and updating case target sheets.

· Providing cover for other administration staff case related duties when required.

Freedom of Information/Data Protection

· Providing administrative support to the Information Officer in respect of the receipt, acknowledgement and processing of FOI and DP requests.

· Providing statistical updates on number of FOI/DP requests received and outcomes of completed reviews.

Mail, Photocopying & Filing

· Process all incoming and outgoing mail on a daily basis, including internal distribution and scanning to case management system.

· Responsible for the administration of case related data retention, including the scanning of closed cases to the case management system.

· Maintaining and updating office reference books, circulations and library information.

· Updating environmental records.

Reception Duties & General Support

· Providing reception cover including: point of contact for visitors and directing their enquiries and answering telephone calls and dealing with any enquiries effectively and efficiently.

· Undertaking any additional responsibilities as requested by any members of staff, if and when required.

· Responsible for keeping an inventory of stationery and stock levels and ordering new supplies when required.

General Administration Duties

· Oversee the collation and collection of confidential waste.

· Provide hospitality to visitors and meetings taking place, including Committee, Board etc.

· Undertake any duties as detailed within the non-case related duties document.

· Undertake any duties as detailed in the case related duties document.

· Undertake administrative support for legal staff and management, as directed.

· Minuting of monthly staff meetings.

Extra Duties

· Ensure that kitchen is appropriately stocked, and along with all other common areas, is kept tidy.

· Assist with organising and booking staff travel and training/conference attendance.

· Provide absence cover for other members of the administration team, as and when required. This may include finance and case statistics, minuting of other meetings, administration of Boardbooks and monitoring group email accounts and secure mail system.

Experience Required:

Minimum of 24 months’ administrative experience within a busy office environment
· Proven ability to manage and prioritise a varied workload with strong organisational skills
· Experience handling confidential and sensitive information with discretion
· Strong attention to detail and accuracy in data entry and document management
· Confident communication skills, both written and verbal, with the ability to deal with a range of enquiries professionally
· Experience using Microsoft Office packages (Word, Excel, Outlook) and case management or database systems
· Ability to work independently as well as part of a wider team, providing support where required
· Previous experience within a legal or regulated environment is advantageous
· Knowledge or experience of Freedom of Information (FOI) and Data Protection processes is beneficial

Salary: £27,164 - £30,281 depending on experience

Allstaff is operating as an Employment Agency for the supply of Permanent and Contract staff employed directly by the hirer. By sending your CV you are consenting to Allstaff processing your personal data for the purposes of providing work finding services, including processing using AI & software solution providers and back-office support.

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