Wester Hailes jobs – Reception and Office Support Assistant

Whale 2

Job Title Reception & Office Support Assistant
Accountable to WHALE Arts Agency Manager
Personnel responsible for  
Location  WHALE Arts Centre
Hours of Work Usual hours – Monday to Friday, 9.00 to 5.00

Some evening and weekend working to support events (additional time accrued to be taken as TOIL)

35 hours total per week

Duration of post 26 weeks from


Summary of Post

To carry out reception and administrative duties on behalf of WHALE Arts Agency and tenants of the WHALE Arts Centre.   You will be required to be the first point of contact for public and internal communications, representing WHALE Arts Agency appropriately and providing a high standard of customer service

Main Activities and Key Responsibilities

  • Be the first point of contact for in person and telephone enquiries for WHALE Arts Agency and tenants.
  • Assist with WHALE Arts project administration tasks including mail outs, sign up, communication with students, completing registers for projects.
  • Provide photocopying, faxing, laminating and other services for tenants.
  • Manage info@whalearts e-mail account.
  • Assist with managing incoming and outgoing postal system.
  • Data entry and database maintenance.
  • Assist with organisation of paper based filing system.
  • Operate the telephone exchange and staff message system.
  • Support the Administrator in managing central sign in system and sign in monitoring database.
  • Control marketing and publicity information from WHALE Arts and other organisations available to public at reception – notice boards, posters, fliers etc.
  • Provide information regarding WHALE Arts service and projects to enquirers.
  • Assist with the set up and clean up of meeting rooms.
  • Enable users to access resources and rooms and monitor lending and return of keys and equipment.


Desirable Skills

  • Strong customer service skills including telephone skills, dealing with in person enquiries, assisting people with additional needs and dealing with challenging behaviour.
  • Operating office equipment especially photocopier, franking machine, fax machine, laminator.
  • Competent with Microsoft Office programmes especially Word and Excel, e-mailing and internet.
  • Ability to manage computer database systems.
  • Experience of paper filing systems.
  • Good standard of written English.
  • Ability to work in a team and also self-motivate without supervision.
  • Excellent communication and people skills.
  • Knowledge of local area, community and services is desirable.

This vacancy is only available through Community Jobs Scotland. Applicants must be aged 16 to 19 years and meet specific eligibility criteria.  Application can only be made via your local Jobcentre Plus or Skills Development Scotland advisor.

Deadline for applications is Friday 22nd August.
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