Office Administrator (Maternity Cover – 14 months)

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Office Administrator (Maternity Cover – 14 months)

13 October 2026

About us

Thomas Robinson Architects is a thriving architectural practice working across Scotland, delivering exceptional designs and innovative solutions. We are looking for a proactive and detail-oriented Office Administrator to join our unique team on a temporary basis of 14 months.

The Office Administrator will work as part of a team to ensure the smooth day-to-day operations of the practice.

What you’ll be doing

• Answering the phone.
• Providing administrative and diary support to the directors.
• Monitoring shared office inboxes, directing enquiries and ensuring matters are followed up promptly.
• Confidently navigating our project management software – full training will be provided.
• Raising IT support tickets as and when required and ensuring these are followed up.
• Coordinating annual leave requests, balancing staff availability with operational requirements.
• Assisting the directors with routine HR administration and supporting the consistent application of practice policies and procedures.
• Managing office supplies and maintaining accurate supplier and contact records.
• Coordinating utilities and service contracts, including provider details, key terms and renewal dates.
• Organising practice memberships such as RIAS and RIBA.
• Assisting the directors with the practice’s insurance arrangements, including professional indemnity and contents cover.
• Supporting Project Architects with the production of SCA Appointment Contracts.
• Planning and coordinating practice social events.
• Assisting the Head of Finance where required for end-of-month reporting.

What we’re looking for

We’re seeking a candidate who brings the right skills and a great attitude to the team:

• Experience: Previous experience in an office environment is essential, with at least 2 years in an office setting preferred.
• Tech-Savviness: Proficiency in Office 365, particularly Excel, and the ability to navigate various different financial and project management software’s with ease.

Details

• Hours: 22.5 – 30 hours per week
• Salary: Competitive / dependent on experience
• Holidays: Standard Pro Rata
• Start date: To be agreed

Why join us?

At TRA, we pride ourselves on fostering a collaborative and innovative work environment. Joining our team means you’ll play a vital role in shaping the future of a practice that has a passion for design and people.

How to apply

Please send your application by email, with the title ‘Office Administrator’ and your name, to:
mail@thomasrobinsonarchitects.co.uk

Please include:

• A cover letter explaining why you would like to apply for this role.
• Your CV.

Things to note:

• As part of the selection process, we will also ask you to undertake a lightweight Management Styles quiz.
• This is a fully office-based role, and you must be able to commute by car to G63 0EU.

We look forward to hearing from you.