Administrative Assistant

Administrative Assistant - Onsite (contract)

We provide a full-service model for clinical research, with dedicated brain health research centres, an in-house laboratory and imaging services.

We’re looking for an Administrative Assistant to support our growing team based at our Edinburgh site. This is a high growth, fast paced organisation meaning the ability to be productive in such an environment is critical.

This is an exciting opportunity to join Scottish Brain Sciences to support the business and clinical operations teams. This is the ‘first responder’ for our clients, partners and participants and to perform this role successfully, you will have already worked within a busy office; be an articulate communicator and use initiative to problem solve and prioritise workloads. In addition, you will:

• Provide general administrative support, including managing all incoming and outgoing correspondence; email, post and packages
• Monitor and respond to the company general email account
• Maintain accurate and up-to-date filing both physical and digital across all our business functions including insurance, IT administration, company policies and procedures, health & safety
• Assist with the onboarding administration of new employees; PVG and background checks
• Provide general administrative support to various teams as needed including supporting our Research Support Officers to meet and greet our participants
• Manage general office administration (room/meeting bookings, signing in/out visitors, ensuring office and participant spaces remain clean/tidy at all times
• Take a pro-active approach with internal and external stakeholders
• Take minutes as required

• Issue purchase orders, both clinical and office supplies as needed across all locations
• Manage the purchase cycle from ordering to delivery and receipt of invoice
• Research and identify prospective suppliers that align with company values as required
• Monitor supplier performance and resolve issues
• Monitor stock levels of supplies for both the office and non-clinical study supplies (stock rotation/expiry)
• Liaise with site property owners to schedule and oversee any maintenance and repair work

• Assist with incidental/GP letters
• Assist with visit scheduling
• Perform clinical file maintenance and electronic data entry
• Assist the leadership team with clinical meetings, actions and travel expenses

• Proactive approach with internal and external stakeholders
• Excellent level of IT literacy especially Microsoft Office
• Strong communication style both written and verbal
• Organised and able to multitask with a keen eye for detail
• Ability to be proactive and work under own initiative
• Previous experience in an office environment essential

This is not an exhaustive list of responsibilities for the role and other duties/tasks may be reasonable requested in accordance with the role.

Benefits:

• Free parking
• On-site parking

Schedule:

• Monday to Friday

Education:

• GCSE or equivalent (preferred)

Experience:

• Customer service: 1 year (preferred)
• Administrative experience: 1 year (required)

Language:

• English (required)

Work authorisation:

• United Kingdom (required)

Reference ID: SBS00010