Vacancy: Administrator

About the Company

Visibility Scotland is a national charity support people with vision impairment across Scotland since 1859. Our friendly and supportive team are based in Glasgow, Edinburgh, West Lothian and Dumfries. Our head office is in the Woodlands area of Glasgow. We are a small team of 27 dedicated, enthusiastic and supportive individuals. The best thing about working for Visibility Scotland is the 'can do' attitude and supportive environment. Our Vision: - A Scotland that promotes access, choice and opportunity for people with a vision impairment. - Pioneering a better life and world for visually impaired people in Scotland" - Pioneering services to improve outcomes for vision-impaired people. Our Mission: - Deliver the right service at the right time. Our values: - Collaboration - Listening - Inclusion - Courage - Creativity You can find more about us and the work we do on our website www.visibilityscotland.org.uk

Job Description and Key Responsibilities

The role is based at Visibility Scotland’s head office in Glasgow. The Administrator is the first point of contact for visitors to Visibility Scotland. They will answer phone calls, monitor and respond to enquiries sent to various mailboxes, and greet service users and visitors to our premises. The role also involves providing direct support to specific projects, such as coordinating event bookings or collating feedback to evidence the impact of our service delivery. On occasion, the postholder may be asked to provide direct support to vision-impaired colleagues as and when required. Training in sighted guiding is provided as part of the induction process. The postholder must have good experience with Microsoft Office applications, including Word, Outlook, SharePoint, Teams and Excel. Previous experience in using database systems would be beneficial; however, full training will be provided. What kind of person are we looking for? As the first point of contact for service users and visitors to Visibility Scotland Head Office, the Receptionist/Administrator must offer a warm and positive first impression of the organisation. As such, we are looking for a cheerful and confident person with excellent communication skills. We need someone efficient and competent at admin tasks with a willingness to problem solve to ensure that services continue to meet the needs of the vision-impaired community. Specific Duties: Reception: • Greet service users and visitors. • Direct service users and visitors to the appropriate person or room, including sighted guiding (training will be provided). • Answering telephone calls, assisting the callers and, if further assistance is necessary, directing the caller to the correct person • Ensuring the reception area is kept presentable and clear of any hazards. General Administration: • Recording and distributing mail. • Providing administration support to Visibility Scotland services, including arranging appointments, updating calendars and rotas, booking venues, and organising catering. • Monitor and respond to Info mailbox enquiries. • Sending letters and appointment reminders to service users. • Database: o booking service users on to an event o looking up information o entering and updating information • Recording footfall and weekly fire checks. Provide support for vision-impaired colleagues • Occasional support to vision-impaired colleagues to help them perform their duties. For example, assisting with sighted guiding and equipment set-up at a group event. Groups, events and meetings: • Preparing the room to the specified layout, setting up IT equipment, ensuring catering (if requested) is present for arrival, and pointing out the fire procedure and exit/rendezvous points. Office/Service Supplies: • Placing or compiling orders, purchasing stationery and other office/service items; meeting resources and refreshments; and office cleaning products and toiletries. Other duties: • Become familiar with Visibility Scotland services and referral pathway. • Establish productive team working relationships with colleagues. • Work within the policies of Visibility Scotland • Other relevant duties as directed by the line manager.

Experience, Knowledge and Key Skills

Experience and knowledge Essential: - Experience in providing administrative support in a busy office. - Confident user of Microsoft Word, Outlook, Excel and SharePoint. - A high degree of written and verbal communication. - The ability to communicate well with a wide range of people. Desirable: - Experience in supporting people with vision impairment. - Previous database experience - Experience in supporting a team. - Experience in sighted guiding (note: Visibility Scotland will provide training). Personal qualities Essential: - A self-starter who takes ownership of the role and their development. - Skilled at multi-tasking and prioritising competing priorities. - A self-motivated problem solver. - A planner who looks ahead and does not solely focus on the day-to-day. - Empathetic and non-judgmental. - Enthusiasm and a sense of humour.

Education, Qualifications and Training

Qualifications: Essential: O Grade/Standard Grade/Nat 4/5 Desirable Highers