Admin Jobs in Edinburgh

Finding Admin jobs in Edinburgh can be a challenge that takes a lot of time and effort. But we are here to help.

A lot of people tend to stick to the same job search websites suchs as Indeed or Monster etc however this is not always the best strategy as some jobs do not appear on these sites and you may be leaving job opportunities on the table by sticking to this strategy.

It is always best practice to use a variety of job search websites to ensure that you are not missing out on any potential job opportunites.

We work with all the major UK job providers and employment agencies to bring you thousdands of new jobs hot from the press and ready to be taken advantage of.

Search for the latest Admin jobs in Edinburgh below or pop your email address into the Job Alerts form and we will keep you updated with the latest new jobs by email every day.

Current Admin Jobs in Edinburgh


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Duties


As an Admin Assistant you will undertake a wide variety of every-day tasks which include the following duties and responsibilities:-

  • Keep filing systems up to date and in order
  • Postal duties such as managing staff post and the receiving of post
  • Ensuring calls are directed to the correct members of staff and accurately recording any messages for staff that are unable to take calls
  • Reception duties
  • Maintaining stationary and office supplies
  • Document control
  • Writing letters
  • Working with spreadsheets
  • Organising the booking of meeting rooms
  • Writing meeting minutes or notes
  • Data entry
  • Supporting managerial and executive staff
  • Managing staff calendars and appointments

Salary


The average salary for admin jobs in Bristol can vary depending on experience and position within the company. Below is a guide to what you can expect to earn by experience and position.

  • Admin Assistant – entry level: £14,000 to £16,000 per annum
  • Admin Assistant – 1-5 years experience: £16,000 to £19,000 per annum
  • Office Manager – 1 to 5 years experience: £20,000 to £25,000 per annum
  • Senior Office Manager – 5 + years experience: £22,000 to £32,000 per annum depending on company

In addition to this admin staff can often be included in the company profit related schemes which will further enhance your annual salary depending on company performance.

Entry Level Requirements


Often there are no significant requirements for entry level Admin Assistant jobs however below is a list of some of the skills and some education that would make you an ideal candidate.

  • Excellent oral and written communications skills
  • Proficiency in computer applications such as Microsoft Office
  • Ability to effectively multitask
  • Excellent people skills
  • Organisational skills
  • Maths and English GCSE
  • IT based qualifications would be an advantage

Some previous experience would be an advantage however often not essential for entry level Admin jobs. If you are struggling to find a job as you have no previous experience then check out our tips on how to get a job without any experience. How to get a job with no experience

Career Progression


It is a common question among people looking to start out their career as an Admin Assistant as to which way they can I progress their careers further down the line? It is notorious that office roles are not clearly structured as in other job sectors and it often leads to confusion and hesitation when seeking this type of role.

Fear not however as starting out as an Office Administrator or Admin Assistant can often lead to higher roles within company structures and sometimes can even lead on to completely new roles in different departments following a few years of experience.

As the Admin Assistant generally gets involved in numerous areas of the business they get to learn new skill sets that can often set them up to be the perfect candidate for new positions that may arise internally within the company. Below are examples of the root Administration staff can take further down the line to progress their career:

  • Office Manager
  • Administration Team Leader
  • Personal Assistants or (PA) to executive staff such as the CEO
  • Legal Administrator
  • Medical Administrator
  • Government Administrator
  • Local Authority Administrator

Essential Skills


Essential Qualities You Must Have to Work in Administration

To work in Administration you must be able to multitask effectively and handle challenging situations whilst dealing with other tasks at the same time. You will maintain the general running of the office administration duties along with supporting the managerial staff and executives with their day to day administration requirements. Employees who become highly skilled and experienced in this role can progress to greater positions within the company, supporting high-profile officials in local authorities, colleges and universities, not for profits or charity organisations and private companies. It can also often be a solid foundation acting as a stepping stone to move on to other jobs in their sector.

Communication

Excellent communication skills is one of the most essential qualities required by Administration staff. To be able to speak clearly and confidently with employers, colleagues or clients and maintain a positive tone is extremely important. Equally, being a good listener is also an important skill to possess as you will need to listen carefully to instructions from other staff members and also any client requirements or concerns.

Administration roles can often involve a lot of writing and therefore demand excellent written skills to ensure tasks are written clearly and concisely to enable others to read clearly. From writing an email to a client or writing a simple note or messages to staff, it is essential that this is written accurately and professionally so that the clear message gets across.

Information Technology

Administration staff need to have a solid understanding and ability to work with various software programmes, including (for example); Microsoft Excel for spreadsheets, Microsoft Access for databases, Microsoft Word for word processing and Microsoft Powerpoint for presentations. They will also need to fully operate and work with email clients such as Outlook to send emails and also use the internet for research and other applications.

Organisational

To enable an Adminstration employee to juggle many tasks at the same time whilst running the day to day office admin requirements they must have the ability to be extremely organised and self sufficient. Keeping records and diaries up to date and files in order is a day to day challenge that seeks the most organised of people.

Planning

Planning ahead is another challenge that Admin staff are faced with. Being able to schedule meetings, managing appointments, planning ahead the ordering of essential office supplies is all part fo the role and will need careful planning and consideration with the ability to put procedures in place to help manage this.

Problem Solving

Thinking on your feet and acting on problems quickly is another crucial quality to have when working in Administration. Admin staff will be the ones who everyone turns to for a quick solution to a problem and having excellent problem solving skills will be just what you need to handle this effectively.

CV Writing Tips


If you’ve been looking for a job for some time and finding that you are struggling to get interviews then it can be immensely frustrating. Getting rejection after rejection can be upsetting and can lead you to becoming de-motivated. In today’s economic climate where jobs are harder to come by than ever before, it’s perhaps not surprising. Some jobs literally get thousands of applications which means the odds can be against you from the start. However, not all hope is lost. Sometimes you can increase the number of job interviews you get by reviewing your CV and making some simple improvements to it.

Why Your CV Is Important

If you’ve never taken a good amount of time to write or review your CV properly then this is undoubtedly hampering your job search. When applying for jobs, you need to think about it from the hiring manager’s point of view. They may receive hundreds, if not thousands of CVs, so if yours isn’t up to scratch and portraying you as a candidate they must interview then it is doing you a disservice. Keep your CV up-to-date and ensure that it is portraying you as the candidate that fits the job description and you will find that your application to interview rate starts to rapidly improve. We take a look at some simple steps that you can take to improve your CV and get you closer to that job of your dreams.

The Most Important Thing? Have A Specific CV For Each Job Application

If you are used to applying for hundreds of jobs per week on job boards then this may seem like impossible advice to follow but it will result in more interviews, fact. Having a targeted job search strategy is essential these days and is surprisingly easy to do. So instead of having a generic CV that you send to every job you apply for, instead pick a handful of jobs that you really want and have the skills for. Then, amend your CV for each one to ensure you tick off all of what they are looking for. Therefore, most of your CV stays the same, it’s just that you may choose to highlight some skills and experiences more than others in each version of your CV. Do this every day/week and although you’ll be applying for less jobs, your applications will be much more focused and will undoubtedly result in more interviews.

Keep It Simple and Concise

Some people think that by formatting their CV in a unique way is a great way of getting them noticed. However, generally it isn’t. When faced with a pile of applications to go through, hiring managers or recruiters are not impressed with fancy graphics or fonts. What they will appreciate is a simple and concise CV that is easy to read and they can extract the relevant information from quickly. Such a CV is a welcome relief when faced with lots of badly written examples and will give you a better chance of making the cut when selecting those to interview. We suggest a simple format such as this:

  • Name and contact details
  • Objective
  • Key skills
  • Work experience
  • Qualifications and training

Highlight Your Key Skills

One of the most important things to remember when writing a job specific CV is that you should highlight your key skills and strengths that are relevant for the job you are applying for. Making it easy for the person reading the CV to see you tick all the right boxes is a sure fire way to ensure that you are selected for interview. Look at the job description and highlight how you have the skills to match what they are looking for on the first page of your CV.

Give Examples of Your Key Skills

The reader of your CV should see you have the key skills needed for the role if you have listed them at the start of your CV. But that is not enough to secure you an interview. You now need to give examples of how you have these skills and how you have used them. The perfect place to do this is in the work experience section of your CV where you detail your career history. Within each role you have had, you need to answer the following questions:

  • What was your role?
  • What skills did you use as part of your role?
  • How did you use them and what were the outcomes?

These should all be answered with your prospective job in mind. So, for example, if you know from your job research that the company in question is very eco-conscious and is always looking to lessen their environmental impact then you may have examples of how you have cut wastage in a previous role or have promoted environmental policies. The more that you can show you are the solution to their needs the better.

Keep Your CV Updated

Our final tip? As well as tailoring your CV to specific roles, it is crucial that you keep it updated. In your current role, you may take extra work on, attend training courses or undertake professional qualifications. Many people forget to keep their CV updated and this can harm their career search as they may be missing out things a prospective employer would be very interested in. All you need to do is take a little bit of time out every month or couple of months and review your CV and see if there is anything to add to it.

Following our advice about how to write the perfect CV will help you secure those vital interviews and take you that little bit nearer to the job of your dreams. And if you are really stuck? Why not think about having a professional write it for you? Companies such as The CV Centre can write the perfect CV for you. Offering very good prices, if it gets you the job it could be one of the best investments you ever make. You can visit their website for more information here. Click Here

 

Job Interview Tips


Interviews can be nerve wracking and can raise the anxiety levels in even the most capable and confident candidates. However, if you approach any interview in the right way, you can give a good account of yourself. We can’t guarantee you’ll get the job but by following our advice, you can guarantee that you will give yourself the best chance possible.

Before The Interview

Research

The most important thing you need to do before your interview is to do your research. It’s vital that you dedicate several hours to researching the company, the role itself and its place in the market if you are going to give your interviewers a good impression. Some areas to concentrate on include:

  • The company: Check out the company history and how it was founded. How has it gotten to where it is today? What are the company’s strengths? What is their strategic vision? Where are they going?
  • Their market: Look at the market your prospective company operates in. Are they a local, regional, national or multinational company? Where are they in that market? Are they a market leader? Are they up and coming? Are they innovative and disrupting the market?
  • Their competition: Who are the company’s competitors? How do they compare the company you are applying to work for? What are their strengths? What are their weaknesses? Are they expanding or contracting?
  • Your prospective role: Research the job you are applying for. What will your duties be? Who will you report to? Where does your role fit within the larger organisation?
Prepare Interview Answers

You’ll never know exactly what you will be asked in an interview but you can research the type of questions that you may be asked. For example, you’ll generally find that you’ll be asked some general questions such as:

  • Tell us about yourself
  • Why do you want to work here?
  • Why do you want to leave your current role?
  • Where do you see yourself in 1/5/10 years time?

You may be asked all, some or none of these but it doesn’t do any harm to prepare for these common interview questions. You should also look at preparing some answers for behavioural questions that are popular in many interviews. These are questions such as:

  • Describe a time when you have failed
  • Describe a time when you have had to deal with a difficult customer
  • Describe a time when you have had to work to strict deadlines

These sort of questions are designed to see how you act in particular situations and are best answered using the STAR structure:

  • Situation – Describe the situation and the context of your example
  • Task – Describe the task or the problems you were facing.
  • Action – Talk about what action you took and why you took it.
  • Result – What was the result? Were there any other outcomes?
Clothing And Transport

As well as preparing for the interview, you should also ensure that you have appropriate clothing for your interview as well as ensuring that you get to your interview on time. That means having all of your clothes ready the night before and checking how you are going to get to the interview. Keep checking just in case there are traffic or public transport problems and always leave in plenty of time to allow for disruptions. There really is nothing worse than being late for an interview.

The Interview Itself

If you’ve prepared well for your interview, the hard work has been done and you should now be in a position to perform well.

Take The Lead From The Interviewer

Once invited into the interview, let yourself be invited to sit down by your interviewers. They are in charge of the interview so it is up to them to take the lead. If they offer you a drink, don’t be afraid to accept one. Throats can get notoriously dry during an interview so it can actually be very handy to have a drink to ease it a little.

Relax And Smile

Yes interviews can be very nerve wracking but if you’ve done your research and prepared well there’s no reason to be anxious. Relax as best you can and smile. This will immediately give you a positive body language and this will come across well with your interviewers. Remember, your interviewer may well be someone you work alongside if you get the job and they won’t want to work with someone who is a complete misery will they?

Answer Completely But Concisely

When you answer the interviewer’s questions, do so as completely as you can but try to keep your answers concise and don’t wander off the point. Your interviewers will be looking for the key skills and experiences they require in your answers so don’t wrap your answers in a lot of irrelevant waffle.

Ask Questions

One part of interviews that many people dread is the end of the interview where the interviewer invites them to ask questions. So many people cannot think of anything to say and think that this puts them in a bad light. It doesn’t necessarily but it is an opportunity that you should use to your advantage. How? By asking this question:

Is there anything that you don’t think I have covered or anything that you would like me to expand on?

This is a brilliant question to ask at the end of an interview as it shows you as someone who wants to perform as well as you can at interview. It also gives you a chance to go over any areas again that you may not have answered as comprehensively as you could have. Ask this at the end of your interview and your interviewer will be seriously impressed and it can really help you get that little bit closer to landing the job.

After The Interview

Once you have completed your interview, that’s it, there’s nothing more that can be done directly. But you can go over the interview in your head and see if there were any areas that you could have improved upon. You can use the lessons learnt in any subsequent interviews.

The other thing you should do is to follow-up your interview if you haven’t had a decision within a week or so. This is always a proactive move to make and is a positive sign to the companythat you want the job and it could tip the balance if they haven’t decided yet. If the decision does ultimately go against you, don’t lose heart and don’t be afraid of asking for feedback from the company or your recruitment consultant if you have used one. This will enable you to understand why you didn’t get the job and learn the lessons for when you get another job interview.

Like we said at the start of this article, we can’t guarantee that you’ll get every job you get an interview for. But by using the tips above, you will put yourself in the best possible situation and you’ll land that dream job sooner, rather than later.

Getting a Job Without Experience


Are you at the very start of your working life straight out of school, college or university? Or maybe you are someone looking to switch careers? You may be finding difficulty in getting that first job in your chosen industry thanks to having no experience. Unfortunately, in today’s economic climate where there are more candidates than there are jobs, companies can be very selective as to who they want to employ which means you may be having a great deal of difficulty.

If you place yourself in their position, it’s perfectly understandable. With recruitment costs running into the thousands when factoring in things such as the advertising of a job and the time out by staff to sift and interview applicants (as well as the fact the business is not operating at full capacity), it’s easy to see why experienced candidates are often preferred. They will have benefits that can include:

  • Direct experience of working in the industry and in the role in question
  • Lots of industry contacts
  • Can ‘hit the ground running’
  • May already know team members
  • No time (and therefore money) needed to teach them the job

However, all is not lost and it is possible to get a job without any experience, it just takes some hard work, a lot of ambition and confidence in yourself. Be warned, it’s not going to be easy and you are almost certainly going to have to face knockback after knockback. But be persistent, keep believing in yourself and be smart and you will get there eventually and your new career will be all that more rewarding because of the effort you have put in. Just follow our advice on the steps you need to take and despite your lack of experience, you will soon have that job you have been dreaming about.

What Are Your Expectations? (And Adjust Them If Necessary)

If you’re already into your career and think that you can move sideways into an equivalent level in a new industry then you may have to reassess your plans. To get a foot in the door without experience means that you may have to take a lower paid, lower level job. However, work hard and you could soon be up to your previous level but in an exciting new industry.

The same can be said if you are a graduate. If you’re looking to move into an industry that you have no work experience in and your degree is not related to, be prepared to lower your expectations. You may have to forget the graduate level roles and apply for more entry level positions. This can give you the vital experience you need to build a solid foundation for your career.

Start Volunteering

Volunteering can be a great way of getting experience. Various charities are crying out for people to help them in a wide range of ways. Whatever experience you are lacking in, it may be an option for you to volunteer at a charity and gain it. You may also be able to pick up some qualifications on the way too which will make you very employable. It’s not just direct charity type roles such as working with children, the elderly or the vulnerable that you can gain experience in. Charities are like any other organisation and need people to help them with finance, marketing and other business type services to keep them running efficiently. By volunteering, everyone’s a winner. You get some great experience and the charity gets the benefit of you helping them out for free. For more information, check out NCVO.

Start Networking

Quite how you network will depend upon the industry that you are entering,  but there is some general advice that will be applicable. Attending events, meetings, groups and other opportunities where people from your prospective industry are is a great way of getting your face known and uncovering opportunities that you may never have heard about. Examples include:

  • Industry conferences – Here you will find professionals gathering to network, do deals and hear speakers on a range of topics
  • Expos – These are where businesses showcase their goods and services to the public and other professionals
  • Networking groups – Some particular industries have dedicated networking groups for professionals to get to know other professionals.
  • Professional organisation events – Some industries have professional organisations (such as the chartered accountancy bodies) and they may have a range of events that may be suitable for you to attend and network.
  • Recruitment and graduate fairs – These are great places to get a conversation going with the people in charge of recruiting at a range of companies and organisations.

The key to this sort of networking however is not to go there with the aim of getting a job, that will just make you come across as a bit desperate. The key is to show that you are interested in the industry, passionate about it and only then drop it in that you are looking to get into the industry.

Invest In Training And Courses

For many careers, there is nothing to stop you funding your own professional qualifications as a way of getting your foot in the door. They’re a great way of showing prospective employers that you are deadly serious about a career in the industry and are prepared to put your money where your mouth is. Look at other options as well. Providers such as Virtual College offer you the chance to study for a wide range of employment courses that can make you more and more desirable as a candidate. Check out their online course catalogue here.

Keep At It

Our final tip? Keep at it! As we mentioned at the start, it’s not going to be easy to get a job without any experience. But it can be done and as well as following our advice above, the key is to keep at it and be persistent. It will be hard work and you’ll come up against a lot of obstacles but it can be done if you believe in yourself.

Before we finish, there are jobs out there that do not require previous experience as full training is usually provided. Check out what jobs are available in your area via our “No Experience” job search page here.

Good luck!

How to Expand Your Qualifications


If you are looking to give your career a boost then there’s no better way than undertaking a relevant training course or qualification. The benefits are clear:

Gain Extra Skills – First and foremost, undertaking extra training and qualifications means that you are equipping yourself with valuable new skills that will be of use to you in your career.

Show Your Dedication – Gaining extra skills and qualifications is a great way of demonstrating your dedication and ambition to prospective employers.

Meet New Friends – Whether you take a classroom course or an online one, there are great opportunities to make new friends when taking a course. These could become valuable contacts who may help drive your career forward.

Gain Confidence – As well as the direct career benefits of undertaking a qualification or training course, it will help boost your confidence which is always a good thing.

What Sort Of Course Do You Want To Do?

If you’re looking to expand your qualifications for your CV (and ultimately give your career a boost) then it is important to decide what sort of course you want to do. There are thousands of courses out there offering a vast range of qualifications so you need to ask yourself some important questions such as:

  • What skills do I want to learn?
  • Do I want a course that will help me with my current role or do I want one that will prepare me for a career in a new industry?
  • What level of course do I want to do? For example, do I want to improve some basic skills such as literacy/numeracy or do I want to undertake further or higher education or professional qualifications?
  • How will this course improve my CV?
  • Where will this course/qualification take my career?

To give you some ideas, here’s a list of some popular course categories offered by leading online learning provider Virtual College.

  • Business courses e.g. admin, finance and marketing courses
  • Construction courses e.g. carpentry, building courses
  • Equality courses e.g. courses looking to build awareness of equality issues
  • Diversity courses e.g. course to raise awareness of diversity issues and concerns
  • Health and safety courses e.g. courses such as fire safety or moving and handling people and objects.
  • Healthcare courses e.g. courses such as infection prevention and control and medication awareness.
  • Hospitality courses e.g. good hygiene courses or various customer services courses
  • Housing courses e.g.courses such as income management or courses looking at housing frameworks and legislation.
  • Management courses e.g. recruitment skills and managing issues such as stress and attendance.
  • Retail courses e.g. courses that look at consumer rights, contracts and sales skills.
  • Safeguarding courses e.g. child safeguarding
  • Work Skills courses e.g. courses that are developed to give you the basic skills to make your more employable
  • CPD (continuing professional development courses) e.g. courses that are designed to update skills that you may already have and introduce you to the latest thinking on them.

What Level of Course Do You Want To Study?

Courses are available not just in a range of disciplines but in a range of levels too. Most courses these days will declare which level they are at and choosing the right level is essential. Choose a course that is of too low level and you may find it too easy as well as it not teaching you anything of value. Choosing a course that is of too high a level may be too difficult and you risk failing the course or quitting early because of its difficulty. To give you an illustration of the levels used in the UK, we’ve done a quick list below to illustrate the approximate difficulty:

Entry Level – Skills For Life or basic skills qualifications

Level 1 – GCSE grade D, E, F, G

Level 2 – GCSE A* – C

Level 3 – A-Level A – E

Level 4 – Cert of HE

Level 5 – Dip of HE/Foundation Degree

Level 6 – Bachelor’s degree

Level 7 – Masters degree

Level 8 – Doctorate

Classroom Course Or Online Learning?

Depending upon the sort of course you decide to study, you may have a choice of how you study for your qualification. If you do, usually it will be one of two options:

  • Classroom Study: This is the traditional way of studying which is where you go to a physical location and learn in a classroom with a teacher and other students.
  • Online Learning: More and more study these days is being done by online learning which is where you study at home or work via the internet whenever it suits you.

If you do have a choice, then it really depends upon what learning style you like best as to what is the best way to complete your qualification. More and more courses now are being delivered online such as at the Virtual College as most people like the flexible nature of the courses that allows them to study around work and family life.

How Will You Pay For Your Course?

This is a crucial question that you will need to have an answer to before you start any qualification. Depending upon what you are studying and at what level, your course could be free, or stretch into thousands of pounds if it’s a degree course of some kind. Depending upon the course, there may be funding that you can get from various sources such as:

  • Your employer
  • Your local authority
  • Scholarships and bursaries

If you have to pay for your own course however, this can have its own benefits. Having the foresight and courage to invest in qualifications for your own career is impressive in its own right to employers. It will look great on your CV and whilst it may cost you a significant amount of money, the benefits will almost certainly outweigh the costs involved.

If you’re now ready to start thinking about gaining qualifications to boost your career, why not start by taking a look at the courses on offer by the Virtual Learning College? You can visit their website here for more information.

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