Job Opening: Office Administrator (Part-Time)

June 30, 2022

Young Speakers Scotland (YSS) is recruiting an office administrator (part-time) to support the delivery of our flagship speaking programmes for young people and to keep our operations running smoothly.

Main duties:

  1. Support the Programmes Director in the delivery of workshops and competitions
  • Deal with all correspondence from schools regarding events, timing, location
  • Send out competition entry forms and respond to queries
  • Send to all volunteers, judges, school staff who attend YSS events for children and young people, a copy of the YSS Code of Conduct and, where appropriate, the YSS Online Competition Protocol. Monitor their return and maintain these for our records in accordance with the YSS Child Protection Policy.
  • Prepare Excel spreadsheets grouping participants by geographical area
  • Set outline for all competitions
  • Ensure the smooth running of the organisation and its programmes throughout the year

2. Administration of Fundraising Applications

  • Preparation and delivery of letters and grant applications
  • Maintain fundraising master document for reporting to the Board
  • Implementing a variety of fundraising initiatives to generate income. Includes traditional community fundraising activity, supporting fundraising events and recruiting fundraisers for third party events.
  • Developing, recruiting and retaining a proactive network of supporters and volunteers to deliver and support fundraising activity.

3. General Office Administration and Board support

  • Liaison with Norton Park regarding office premises, Health and Safety, Fire, First Aid
  • Maintain a diary to ensure we keep up-to-date with YSS policy documents; Insurance; Accounts; AGM; Board Meetings
  • Update website; issue newsletters; implement YSS engagement strategy
  • Maintenance of YSS online records including address lists
  • Maintenance of stationery

4. Financial Administration

  • Administering the accounts and finances as directed by the Treasurer
  • Pay invoices for all clients/suppliers and manage all cash deposits and floats


Financial Costs

  • The position is offered at a salary of £18,000 p.a. (pro rata)

Notes: This position is initially part time i.e. 16 hours per week with a view to becoming full time as the organisation grows. You may choose to work from our Norton Park, Edinburgh office where you would be expected to attend meetings weekly under normal circumstances. There is also the option of working remotely. If you choose to work remotely, applicants should ensure that their place of work has internet access and sufficient capacity to fulfil the tasks as outlined above. 

Skills and Experience:

  • You will have prior experience in office work, fund raising or administration and be able to evidence your ability to work collaboratively as part of a team.
  • You will be confident in the use of Microsoft Word and Excel.
  • Experience of managing invoices and/or of updating web pages and social media would be advantageous. The successful candidate will be expected to gain PVG (Protection of Vulnerable Groups) clearance and undertake online training in Child Protection and Safeguarding.
  • Proven interpersonal and communication skills, both written and verbal.
  • Effective planning, organising and prioritising skills.
  • Strong IT skills, including Microsoft Word and Excel.
  • Proven ability to work independently.
  • Flexible approach to working hours.

Apply now.