Join Our Team at Shetland Heat Energy & Power 

Join Our Team at Shetland Heat Energy & Power 

Office Administrator

Are you detail-oriented, customer focussed, enthusiastic, and eager to make a difference? SHEAP is looking for a dedicated Office Administrator to join our dynamic team 4 days a week (30 hours) to help with customer service, customer admin, daily office tasks, sales invoicing, purchase invoice and bank postings.   

The Post

We are looking for a candidate to join our finance and admin team working in our office in Lerwick.  We will be transitioning to a new billing system later this year, making this an exciting time to join the team.

About Us

SHEAP operates the Lerwick District Heating scheme, providing efficient and eco-friendly heating to 1,400 homes, schools, care homes, and businesses in Lerwick. We pride ourselves on innovation, community engagement, and our commitment to reducing carbon footprints.

Why Work With Us?

• Innovative Projects: Be part of projects that lead the way in district heating and renewable energy.
• Professional Growth: Enjoy continuous learning opportunities in a supportive environment.
• Community Impact: Play a crucial role in delivering sustainable energy solutions that benefit the local community and environment.
• Flexible Work Environment: Join a team that offers flexibility in work hours and values a healthy balance between work and personal life.

Key Responsibilities:

1. General Administration & Reception Duties
2. Ensure the effective administration of the office 
3. Provide a reception service by receiving visitors to the buildings, answering telephone, taking accurate messages and passing on information as appropriate
4. Deal with customer queries on phone, by email, face to face or by written means
5. Book customer appointments and support Operations team as appropriate 
6. Open and distribute incoming mail, envelope, frank and dispatch outgoing mail
7. Undertake typing of a range of documents including letters, memos, reports etc
8. Draft standard letters/emails and reports as and when needed
9. Undertake filing, including documents of a confidential nature
10. Ensure filing systems are maintained up to date
11. Ensure adequate supplies e.g. stationery, by ordering when appropriate, checking deliveries and coding invoices
12. Take minutes of SHEAP board meetings as and when required
13. Send out and record applications for connections, prepare agreements and wayleaves
14. Maintain customer records using Access/Sage5050/file system
15. Keep SHEAP’s website and social media up to date 
16. Compile weekly staff timesheets for authorisation
17. Health and safety administration as required 
18. Make travel bookings as required
19. Keep office procedures up to date
20. Use Access to make reports and compile queries when required.

1. Finance Duties
2. Prepare monthly and quarterly customer invoices by using invoicing programme, MS Excel, MS Access and Sage50
3. Daily bank posting and month end bank reconciliations
4. Input supplier invoices on Sage50 and process payment runs and obtain appropriate authorisation
5. Maintain petty cash
6. Process card payments and staff expense claims
7. Prepare statements of account for monthly customers, and write letters to advise payment changes accordingly 
8. Receive, record and bank cash/cheques from customers
9. Process final accounts for customers who are moving as and when required
10. Assist with monthly/quarterly direct debit processing
11. To undertake bad debt management and credit control
12. Maintain confidentiality in all of the above at all times.

The responsibilities described are indicative of the role and not intended to be exhaustive, they may change to reflect business requirements. The post‑holder will be required to carry out additional tasks that are reasonably within their capability, as such flexibility is expected.  

Skills
 Essential:

• Experience in administration, customer service and customer billing 
• Proficient in the use Microsoft Office, particularly Excel
• Quick learner with excellent organisational skills and the ability to prioritise and work to and meet daily priorities and deadlines
• Good interpersonal skills with the ability to communicate and work effectively across teams and with a variety of people both inside and outside the organisation
• Professional level of accuracy in all work with excellent attention to detail, written English and numeracy skills
• A proactive approach to problem-solving 
• Demonstrable ability to work independently and as part of a team
• Excellent customer service skills with a proven ability to respond positively and proactively to colleagues and external contacts
• Ability to handle confidential and sensitive material
• Commitment to sustainability and environmental responsibility. 

Desirable

• Experience with Sage50 accounting software
• Purchase ledger experience
• Website and social media handling.

Benefits

• £32,000 to £35,000 per annum salary pro-rata (30/37.5 hours)
• 41 days annual paid holiday entitlement pro-rata.
• 10% Company pension scheme contribution.
• Death in service benefit.
• Opportunities for overtime and occasional working from home.
• Training and professional development.

How to Apply

For further information, to talk to us about the vacancy, or to apply now to join SHEAP and be part of our team please contact Lucy Lawson on 01595 745151 or e-mail Lucy.Lawson@sheap.co.uk.   Send your CV and a cover letter with the subject line "Office Administrator”.  Applications will be reviewed as they are received, and we therefore encourage early applications. The closing date is 9:00am on Thursday 18^th June 2026.