Administrative Officer

October 14, 2024

Highland One World Global Learning Centre

Inverness

CONTRACT & PART TIME

Overview
We are looking for an experienced and dedicated individual to manage administrative functions necessary to support our work. You should have strong skills and experience in reporting, document and database management and be proficient in the use of IT to support the smooth running of a small office. You will be well-organised, detail orientated, and enjoy being part of a small, creative, and passionate team.
ABOUT HIGHLAND ONE WORLD
Highland One World is a small charity based in Inverness which exists to promote social justice and sustainability through Global Citizenship Education. We work with educators to support children and young people to develop the knowledge, skills and values they need to contribute to a more just, peaceful and sustainable world. We do this through the delivery of training and events, and the development of resources.
Our work is guided by the following values:

Commitment to: social justice & equity, participation & inclusion, sustainable development
Respect for: people, human rights, our environment
Belief that: people can bring about positive change

Highland One World is one of 5 Development Education Centres (DECS) in Scotland and part of the International Development Education Association Scotland (IDEAS) network. The organisations within these networks work collaboratively to promote Global Citizenship Education across Scotland/the UK and beyond.
The organisation is managed by a Board of Trustees and a small team of staff led by the HOW Coordinator. The staff team lead on different areas of work but also offer support to each other as our activities require.
PURPOSE OF THE ROLE
To provide administrative support for Highland One World, its Trustees and staff team to support the effective day-to-day running of the organisation and delivery of its projects.
MAIN RESPONSIBILITIES

Ensure the secure and effective organisation and storage of all administrative documentation relating to HOW and its projects, and in compliance with GDPR regulations
Perform administrative tasks associated with the day-to-day running of the organisation including ordering, making online payments, coding and scanning invoices, updating documents, responding to emails, note-taking at meetings and other adhoc tasks
Support the maintenance and development of the HOW and Signposts resource libraries – including but not limited to, database and resource loan management and occasional website updates
Provide occasional administrative support to the Trustees, including setting up meetings, distributing agendas, taking minutes and managing other board-related documentation.
Manage and update databases with required project information where required, ensuring that data reporting requirements for projects are fulfilled in a timely manner
Provide administrative support to the team for project activities/events where required
Attend occasional online meetings with administration staff from the other Development Education Centres in Scotland when required
Be an active member of the HOW team, demonstrating a willingness to support the team when needed to ensure smooth operations, attending team meetings, occasional events and away days as required.

ABOUT YOU
Qualifications and Experience
Essential

Demonstrable experience in a similar or related administrative role
Experience running a small office smoothly including IT, database management, reporting, invoicing and record management, adhering to policies and procedures
Strong computer literacy and proficient in the use of Microsoft Office Packages (Word, Excel, Teams and Sharepoint )
Driving licence and access to a car

Desirable

Proficiency in Wordpress
Experience of working in the Third Sector
Familiarity with Charity regulations
Experience of working remotely to support a small team

Skills and Attributes

An understanding of and commitment to HOW’s vision and values
A high degree of integrity, accountability, energy and flexibility
Excellent listening and communication skills, both written and verbal
Ability to prioritise, manage and complete multiple tasks simultaneously, with good attention to detail, and to maintain standards under pressure
Ability to work unsupervised and develop the role to meet evolving needs
Ability to work collaboratively as part of a small team

TERMS AND CONDITIONS
Contract Duration: One year with a 3-month probationary period and possibility of extension subject to funding.
Working Pattern: Part time (35.5 hours a month) A minimum of 3 hours are required to be worked in the office on Wednesday mornings. The rest of the hours can be worked remotely/flexibly in discussion with the Coordinator.
Location: Inverness and working remotely
Salary: £24,000-£26,000 per annum pro rata, depending on experience
To apply: Email your CV and a covering letter explaining why you are applying for this position and how your skills, abilities, and experience fit this role.
Closing date for applications: Midday, Monday 18th November 2024
Interviews will be held on: Friday 29th November 2024 in Inverness
*Note: We are also recruiting for a Finance Officer. The Administration and Finance roles can be combined for the right candidate, and we will accept one application for both roles.
Job Types: Part-time, Fixed term contract
Contract length: 12 months
Pay: £24,000.00-£26,000.00 per year
Expected hours: 8 – 9 per week
Benefits: