Job Description

Job Advert

Position Title:

Administrator

Reports To:

Business Manager

Location:

Edinburgh

We operate a hybrid working environment, and for this role would expect a minimum of 3 days per week in the office to support business requirements. The role will also require travel between our office locations on a regular basis.

Working Hours:

35 hours. However, we will accept applications from candidates seeking to work upwards of 28 hours.

Salary:

24,500

Contract Type:

Permanent

Job Purpose

Our team of Administrators play a really important role within Clan. They cover a broad range of administrative duties that support the day-to-day operations of the organisation and continually seek opportunities to ensure that our teams work effectively and efficiently. They also support our telephone Helpline service, providing high quality information on the phone and in writing.

Membership of the PVG Scheme is essential for this role and the successful candidate will be required to apply for the scheme and produce an acceptable PVG Scheme Record.

Main activities

Reporting to the Business Manager, the post holder's main responsibilities will be:

Office Administration

Act as first point of contact for office related enquiries in the Edinburgh office, taking any action were appropriate, and ensuring information is passed to relevant members of staff.

Support the Business Manager in ensuring the smooth running of both our offices, making sure they are a welcoming and productive space for everyone who works at Clan Childlaw.

Provide general administrative support to the wider team, including mail collection and posting, word processing, photocopying, email forwarding and response, diary management, meeting organisation and travel booking.

Responsible for the purchase of office supplies and furniture, ICT, office equipment, etc. in accordance with company purchasing policies and budgetary restrictions.

Coordinate and liaise with ICT support on team-wide IT issues, act as first line support to the wider team by problem-solving IT and communication-related issues and escalating to IT Support team where appropriate.

Handle confidential information in accordance with Clan Childlaw's confidentiality policies ensuring compliance with GDPR legislative requirements and best practice.

Co-ordinate and support the onboarding and induction of new employees.

Support the wider team in the planning and organisation of Clan events, training and meetings which take place regularly.

Support the Business Manager in the development and implementation of systems and processes for distributed/hybrid working.

Act as staff Health and Safety representative for our offices.

Financial Administration

Ensure supplier invoices and expenses received are correctly processed and related payments are made within deadlines.

Ensure payments made and invoices received related to Scottish Legal Aid Board and other legal work are processed accurately and efficiently.

Undertake month end tasks including resolving any reconciliation issues related to invoices and banking.

Ensure proper coding, tracking and filing of all expense and income documentation, working with the Legal team to gain authorisation as required.

Work with the Head of Finance on the management of documentation and records to support financial reporting.

Assist in completion of monthly, quarterly and annual financial reports and/or audits.

Support the administration of grant award payments and processes relating to training, membership and supporter payments and financial transactions.

Service delivery

Support the delivery of our Helpline service, which involves answering the phone to triage and signpost callers where appropriate

Further support delivery in responding to online and email enquiries as required.

Become an expert in Clan's case management system including ensuring the input and collection of quantitative and qualitative data is up to date

Support Clan's data driven culture by extracting data, running reports, training staff, and problem-solving issues within the case management system.

Ensure duties assigned by the case management system to the administrator are carried out in a timely and efficient manner.

Support the delivery of our outreach services acting as a point of contact for lawyers on outreach.

Work to advance the aims and objectives of Clan Childlaw, represent Clan Childlaw at public forums, and assist with the publicity and promotion of the organisation.

Carry out any other duties reasonably associated with your role.Please note, this job description is not intended to be an exhaustive list of duties but aims to highlight the main responsibilities of the post. You may be requested to undertake such other duties as may reasonably required of you.

Personal Specification

A commitment to the work of Clan Childlaw.

Excellent communication skill, including the ability to coinfidently communicate with people from diverse backgrounds in a warm, patient and sensitive way.

Previous experience working in an administrative role.

Good standard of education (SQF Level 5 or above, or equivalent knowledge by other means)

Excellent administrative, IT and financial skills including a good working knowledge of Microsoft Office and cloud-based systems and data bases.

A team player with a strong motivation to resolve problems and help others achieve outcomes.

A confident self-starter who can work to your own initiative to make decisions about workload, priorities, and meeting deadlines.

A flexible approach to meet the demands of a varied administrative workload across different areas of work.

A responsible individual who understands the importance of dealing with sensitive and confidential information and

Understanding of general GDPR compliance and cyber awareness.

Experience of coordinating projects and organising meetings and events would be desirable.

All applications are anonymised before they are sent to the Recruiting Manager. To support us to progress with shortlisting as timely as possible please redact all identifiable details from your CV/Cover Letter e.g. Name, Date of Birth, Address, Gender.

Job Types: Full-time, Permanent

Pay: 24,500.00 per year

Benefits:

Casual dress Company pension Free parking On-site parking
Schedule:

Monday to Friday
Work Location: Hybrid remote in Edinburgh EH7 5QY

Application deadline: 11/05/2025
Reference ID: ADMINMAY25