Job Summary
The Saltire Society is seeking an Administrator, who can support our small charitable organisation to deliver its programme and support its branches and members. Applicants will need to be able to work on their own initiative and run the office.
We are looking for an organised, technically competent and proactive individual who will make a valuable contribution to the success of our organisation.
Responsibilities
Administration
- Attending to mail, email, telephone/voicemail messages, forwarding to Convenor or other Trustees as appropriate
- Attending Council and Executive Board meetings, communicating regularly with the Convenor
- Scheduling and other meeting administration, including, when required, minuting, drafting and circulation of agendas and papers for meetings
- Maintaining effective filing (physical and digital), including servicing our archiving arrangement with the National Library of Scotland
Office
- Serving as first point of contact for suppliers, utilities and services
- Managing office premises, ordering supplies when required
- Discharging Health and Safety requirements including checking of alarm systems, maintenance of fire extinguishers, ensuring records are up-to-date and undertaking training as required
- Oversee IT hardware, software and systems, including service contracts and cyber security
- Reading gas and water meters
- Meeting and greeting visitors to the office
- Arranging refreshments and stocking the kitchen
Membership and activities
- Liaison with contracted membership management firm to ensure data is up-to-date and liaison with branches of the Society
- Coordinating mailings using Mailchimp, email or post
- Packing and dispatch (via post office) of sales from online shop and programme materials (e.g. judges’ copies for Book Awards)
- Support the delivery of operational and logistical aspects of Saltire Society events including venue/technical/catering, booking system, production and event management and budget management, taking a lead role on some and assisting as part of the team on others
- Keep the Saltire Society’s website up-to-date with event listings, news and content including undertaking communication with branches on their activities
- Assisting with drafting and circulation of Society newsletter
- Updating social media channels with input from Book Development officer and trustees
Finance
- Support the Society’s bookkeepers in managing the financial systems by processing invoices, management of petty cash, providing information to Convenor, Treasurer, Executive Board and accountants as required
- Ensure contracts for building services, utilities and insurances remain up-to-date and achieve best value for money
General Duties
- Work for the benefit of the whole organisation and to support the organisation’s principal aims and objectives
- Act as an ambassador for the Saltire Society to the wider community and be able to speak knowledgeably about all aspects of its work
- Comply with all Saltire Society policies including Equal Opportunities, Health & Safety and other policies
- Undertake additional duties as may reasonably be required
Person specification
Essential
- At least 3 years’ experience of office work and systems
- Understanding of Health and Safety
- A sound knowledge of Microsoft Office Suite and Excel in particular
- Excellent verbal and written communication skills
- Ability to use tact and diplomacy and to deal with people from all backgrounds with assertiveness and confidence
- Ability to work well under pressure and be exceptionally well-organised
- Excellent attention to detail and the ability to multitask in a busy office
- Initiative and self-motivation
- Ability to work successfully with the Convenor, Council, Executive Board and local branches in a collegial environment
Desirable
- An enthusiasm for, and some knowledge of the Scottish cultural scene would be preferred
- Experience of social media and updating websites
- Experience of Xero or equivalent
- Experience of organising events
To apply, please send a covering letter (2 pages A4 max) and a CV to [email protected] by Monday 22 June 2026.
If you require any further detail, please email [email protected] – we are a small team and cannot guarantee an immediate response so please do allow sufficient time before deadline.
Interviews will take place, in person, in Edinburgh on Monday 29 June 2026.
Pay: £30,000.00-£33,000.00 per year
Experience:
- office management: 3 years (required)
Work Location: In person
