Office Coordinator

This is an exciting opportunity to contribute to the development of The Scottish Civic Trust, a small charity with a national remit. Our organisation is experiencing a period of dynamic growth and we are seeking an Office Co-ordinator to support us as we continue our journey.

The Scottish Civic Trust is the national voice for Scotland’s civic and local heritage groups. Founded in 1967 to help people connect to their built heritage and countryside, preserve the uniqueness of their locality and appreciate how this connects to the wider unique character of Scotland, we work to ensure that historic built heritage, its stories, and the wider historic environment is celebrated and preserved, working to ensure it is valued in modern life and planning decisions.  We take a place-based approach to involving all of Scotland’s communities in celebrating our rich heritage while ensuring its relevance in the present day.

Closing Date for applications: Monday 18th May

Job Title: Office Coordinator

Responsible to: Finance Manager 

The purpose of the role is to support the Finance Manager in the administration of the Scottish Civic Trust (SCT), and management of tenant relations at The Scottish Civic Trust’s headquarters at The Tobacco Merchant’s House. The post also provides support to the Director, ensuring the smooth running of board and committee meetings and will aid other staff members in the development and delivery of their projects.

The post will be part time 16 hours per week. Salary will be £24,608.33 pro rata to 16 hours per week at £11,249.52 per year.  Hours of work will be 10am – 1pm Monday-Thursday.  Some flexibility may be required to cover Trustee meetings.

 

• Provide administrative support to the Finance Manager in relation to managing and supporting the tenants in Tobacco Merchants House.

• Provide support to the Director in maintaining The Tobacco Merchant’s House, a Grade A listed building, including liaising with contractors as required.

• Be the first point of contact for enquiries to the trust via phone, letter or general email.

• Manage telephone and postal communications for member local groups and donors, develop resources for continued collaboration with local groups and donors, and work with the Communications and Events Officer and other relevant staff on projects involving these groups.

• Support the Planning and Architecture Committee in the following ways; corresponding with local authorities, groups, and members of the public, sending planning applications to committee members for review, relaying committee comments on planning applications to planning authorities, and organising all associated material in an accessible way.

• Take minutes at Board meetings, Committees and the Director’s other meetings where required.

• Collate board papers and maintain the Trustee’s online information storage.

• Provide administrative support as required to project officers in the delivery and evaluation of their projects throughout the year. 

• Provide support to the Director when required, including preparing for meetings, setting up hybrid meetings and refreshments.

• Point of contact with SCT’s IT providers and other contractors as required.

• Manage stationery and office supplies.

• Other duties commensurate with the level of the post as required.

 

 

Assessment code:

Proficient in all Microsoft Office packages E

Confident in acquiring new knowledge and skills relating to software packages E

High degree of communication skills particularly attuned to conveying the welcoming and inclusive nature of The Scottish Civic Trust. E

Used to working in a demanding environment and providing accurate and timely information to a high standard. E

Keen to work with a can-do hands-on approach. E

Ability to work without close supervision and meet service standards and targets. E

Strong organisation skills and able to deal with competing priorities. E

Excellent Analytical Skills E

Able to support the Finance Manager and Director with IT related issues, including liaising with our IT providers. E

Confident in managing both hardware and software to facilitate hybrid meetings. D

Experience in a similar role or holding a related qualification. D

The Scottish Civic Trust aims to ensure that no applicant for appointment as Trustee, Employee, Volunteer, Contractor or other Worker receives unfavourable treatment on the grounds of race, colour, nationality, religion, ethnic or national origin, age, gender, gender reassignment, marital status, sexual orientation or disability. This policy covers recruitment, terms and conditions of work offered, induction, conduct at work, access to training and the disciplinary and grievance procedure. The Scottish Civic Trust is committed to making this policy effective and will bring it to the attention of all those who could benefit from it and all those who in any capacity have responsibilities for monitoring or delivering it.

The deadline for applications is 5pm on Monday 18th May.

To apply, please email joe.traynor@scottishcivictrust.org.uk with:

• Your Curriculum Vitae

• A covering letter of no more than two sides of A4 outlining your suitability for the

Role

As the Scottish Civic Trust uses a blind process to review job applications, please

ensure your Curriculum Vitae and covering letter:

• Uses initials only

• Does not include gender pronouns

• Does not include dates

The above will help to reduce unconscious bias in the Scottish Civic Trust’s recruitment processes.