Office Administrator

At Kids Operating Room, we believe in a world where every child has equal access to safe surgery. Our mission is to provide dedicated, specialist facilities and equipment for children's surgery in low-resource settings; support surgical teams to deliver safe surgery for children; evaluate and report on our impact; and to advocate for children denied access to safe surgery.

We are looking for an office administrator to join our team in Dundee. The purpose of this role is to provide administrative support to the Operations team at the Centre for Global Operations.

The role will also provide support to the Director of Operations, managing schedules, calendars and appointments.

Key Tasks and Responsibilities:

• Manage Director of Operations schedule, calendars, and appointments.
• Provide administrative support to operations team, minute taking in meetings, letter writing, meeting scheduling, and document management.
• General admin management - ensuring the smooth day to day running of the warehouse, including, but not limited to, overseeing all services, including cleaners, recycling, and procurement of supplies.
• Provide support for any meetings in the warehouse - room set up, teas & coffees, lunches etc.
• Responsible for implementing office policies and procedures.
• Point person for maintenance, mailing, supplies, equipment, bills, and errands.
• Assist with the procurement and purchase of small items for project shipments.
• Coordinate with IT company for all office equipment issues.
• Work with warehouse staff ensuring warehouse is tidy and warehouse equipment is maintained.
• Assist the Business Services team with the booking of travel and accommodation for operations team.
• Support the Business Services team with planning of various events throughout the year.
• Managing petty cash, foreign currency, monthly credit card submissions (for Director of Operations only), and invoice management.
• Manage expenses and office budget.

Person Specification:

Knowledge and Skills

• Proven office administrative or assistant experience.
• Knowledge of office management systems and procedures.
• Excellent time management and ability to multi-task and prioritise work.
• Attention to detail and problem-solving skills; Excellent verbal and written communication skills (phone, email and in person).
• Responsible and organised.
• Proficiency in Microsoft Office / Teams / SharePoint.
• Somebody with a fun and friendly demeanour to fit in with the existing dynamic team.
• Strong interpersonal and communication skills with the ability to form professional relationships across all areas of the charity.

Personal Qualities

• Well organised
• Pro-active
• Excellent communicator
• Excellent attention to detail
• Trustworthy and honest