Administrative Support Officer (ASO)

Application Deadline: 30 September 2025

Department: Estates

Employment Type: Permanent - Full Time

Location: Hugh Baird College - Main Campus

Compensation: £25,000 / year

Description

🗂️  Administrative Support Officer
 💼Full -Time | Permanent | 35 hours per week
 💷£25,000 per annum
 💼 Local Government Pension Scheme
 🎁 Access to Medicash and many other staff benefits

Join an Outstanding Team 

At Hugh Baird College, an Ofsted Outstanding provider, we are committed to inspiring, challenging, and transforming lives. Our students are at the heart of everything we do, and we foster a workplace where ideas are valued, creativity is nurtured, and professional growth is supported.

About the Role

Join our dynamic team at the Directorate of Facilities & Technical Services. We are committed to excellence, accountability, innovation, collaboration, and integrity. Our mission is to inspire, challenge, and transform lives, and we aim to be the best College in the country. The Administrative Support Officer will play a key role in supporting the Directorate of Facilities & Technical Services by managing requisitions, tracking deliveries, maintaining compliance records, coordinating meetings, and occasionally assisting with Customer Experience and Reprographic services

Interested candidates are advised to apply early, as the vacancy will close once the right candidate is found. 

Key Responsibilities

•  Raise and process requisitions in line with procurement procedures. 
• Assist with the reconciliation of departmental expenditure providing the Director of Technical Services with budget disposition statements.  
• Monitor and account for subsequent deliveries, ensuring accurate records are maintained. 
• Maintain compliance documentation, logs, and reports to support internal and external audits. 
• Coordinate Directorate meetings, including scheduling, agenda preparation, minute-taking, and follow-up actions. 
• Support the customer experience function as required, including reception duties and responding to enquiries.
•  Assist with reprographic tasks such as printing, binding, and document preparation.
• Maintain accurate filing systems and databases, both digital and physical. Liaise with internal teams and external suppliers to ensure timely and effective communication.
• Contribute to continuous improvement by identifying opportunities to streamline administrative processes. 
• Uphold confidentiality and data protection standards in all aspects of the role.
• Supporting emergency procedures, to include fire marshal duties as directed.
• Manage the booking of in-house and rental vehicles.  
• Assist with the scheduling, delivery, and collection of vehicles for maintenance purposes.  

What We’re Looking For

Essential:

• Strong Microsoft Office skills, especially Word and Excel.
• Excellent organisational, communication, and interpersonal skills.
• Ability to manage workload and meet deadlines.
• NVQ Level 2 or 3 in Business Administration.
• Proven customer management experience and/or qualification

Desirable:

• Experience in an educational environment.

Benefits

Why Join Hugh Baird College? 

When you join us, you become part of a caring and supportive community that prioritises employee wellbeing, development, and recognition. Here are some of the benefits available to you: 
  Generous holiday allowance 

Up to 50 days annual holiday allowance, excluding bank holidays. 

Flexible Working 

We offer flexible working options depending on the business need, which can provide a better work-life balance for our employees. 

Medicash 

Access to Medicash’s health plans which are designed to look after you and your family by boosting your access to treatment and support.
 
Pension Scheme 

You will have access to two of the best pension schemes in the country, the Teachers' or the Local Government Pension schemes, depending on your role with us. 

Professional Development 

We are committed to providing continual professional development, with both formal and informal opportunities designed to enhance your skills, knowledge and career growth. 
Industrial Commercial Updates 

Our teachers receive 35 hours per year to choose a commercial operatio