Jobs

Hours of Work
Hours will be normally 30 per week, Monday-Friday. The Office Administrator is expected to work from Museum premises, during normal operating hours, 09.00 to 17.00, but there is scope for some flexibility in hours.

Role Overview
The Office Administrator will be responsible for all aspects of office and facilities support while working directly with the Business Manager and a wide range of people including staff, volunteers, Board Members, suppliers, and contractors.
Demonstrable experience of office administration is required
Knowledge of Xero accounting software or similar is required
Practical experience of website management, digital design, and social media marketing would be a distinct advantage.

Main Activities & Responsibilities
• Maintain office filing system on and off-line.
• Receive mail and distribute to relevant staff.
• Deal with telephone and email enquiries directly or by transfer to relevant staff.
• Maintain office diary and coordinate bookings and room hire.
• Maintain membership database
• Liaise with curatorial staff to coordinate group bookings and educational visits.
• Processing of supplier invoices.
• Processing and recording of daily takings and preparation for banking.
• Maintain staff, volunteer contact details and HR records including holiday records.
• Prepare monthly payroll details.
• Support the preparation and processing of Gift Aid claims to HMRC.
• Collate and safely store all Board of Trustees documentation.
• Set up and support Board meetings.
• Retain suite of approved policies and procedures.

Other Duties
This job description is a broad picture of the post at the date of preparation. It is not an exhaustive list of all possible duties, and it is recognised that jobs change and evolve over time. Consequently, this is not a contractual document, and the post holder may be required to carry out other duties to the equivalent level that is necessary to fulfil the purpose of the post.

Reporting and Management
The post will report to the Business Manager.

To apply please send your CV, with cover letter, to michael@scotfishmuseum.org

Application Deadline: Monday 31/03/2025