Job Description

Job Title:

Executive Assistant and Administrative Coordinator

Location:

Flexible within Scotland, hybrid working available

Salary:

28,000 - 30,000

Contract:

Full-time, permanent - 35 hrs per week

Reports To:

Chief Executive

About Us:

Food Train supports older people across Scotland to eat well, age well, and live well. We provide high-quality food services, foster community connections, and work to prevent malnutrition and social isolation.

We empower older people to have choice, dignity, and control over their food and wellbeing. We work alongside volunteers, partners, and policymakers to tackle inequalities and drive change so that everyone can access the food they need to thrive.

Our Commitment:

We will always put older people's voices, experiences, and well-being at the heart of everything we do. Working in partnership with volunteers, communities, and policymakers to help more older people eat well, age well, and live well

About the Role

This is a varied, practical, and important role at the heart of Food Train.

The Executive Assistant and Administrative Coordinator supports the Chief Executive, leadership team, trustees, and wider staff team to do their jobs well. It brings order, follow-through, and consistency to a busy organisation where many different things are happening at once.

This role is not narrow or repetitive. It involves a wide range of key and often time-critical tasks, from executive support and governance administration to systems coordination, recruitment support, financial and contract administration, fleet coordination, and project support.

We are looking for someone who enjoys variety, is comfortable switching between different tasks, and understands that good administration makes a real difference. This role suits someone who takes pride in being reliable, organised, and trusted, and who wants their work to genuinely matter.

Key Responsibilities:

Executive, Leadership, and Team Support

Provide high-quality executive and administrative support to the Chief Executive, including diary and inbox management, meeting coordination, and preparation of papers Support the leadership team and wider staff team with administrative coordination, ensuring meetings, actions, and information flow are well organised Act as a central point of contact for administrative and coordination queries across the organisation Support effective internal and external communication

Governance and Trustee Support

Coordinate trustee meetings, including preparation and circulation of agendas and papers, minute-taking, and action tracking Support trustee recruitment and onboarding Maintain accurate governance records and compliance documentation

Administrative Systems and Organisational Coordination

Maintain and coordinate central systems, including CRM, HR records, and shared organisational files Support staff to use systems effectively and in line with data protection requirements Maintain and update the website to ensure accurate organisational information

HR, Recruitment, and Staff Support

Administer the HR database, ensuring staff records are accurate and compliant Coordinate recruitment administration, including job adverts, interview scheduling, issuing contracts, and candidate communications Support induction and onboarding processes for new staff

Finance, Contracts, and Compliance Support

Provide administrative support to day-to-day financial processes, including monitoring transactions, processing payments, and maintaining records Assist with contract administration, tracking renewals and maintaining compliance documentation

Vehicle Fleet and IT Coordination

Coordinate the administration of the charity's vehicle fleet, including servicing, MOTs, insurance, and compliance records Liaise with external suppliers and service providers as required Act as the internal coordinator for external IT support services

Project and Planning Support

Provide administrative and coordination support to organisational and service projects Track actions, deadlines, and deliverables, supporting follow-through across teams

Confidentiality and Professional Practice

Handle sensitive information with discretion and professionalism Work in line with organisational policies and data protection requirements

Who This Role Is For

This role is for someone who

enjoys having a wide and varied workload is highly organised and reliable can manage multiple priorities without losing detail is comfortable supporting senior leaders, trustees, and colleagues understands that strong administration underpins effective services wants to play a meaningful role in a charity that supports older people
Experience in a similar administrative or executive support role is essential. Experience in the charity or public sector is helpful but not required.

Why Work at Food Train

You will be joining a values-driven organisation where your work directly supports services that make a real difference to older people across Scotland. This role sits at the centre of the organisation and will be trusted, relied upon, and genuinely valued.

This role will be busy, varied, and sometimes demanding. It is not a quiet or narrow post. It is also a role where good work is noticed and where your contribution genuinely matters.

If you are someone who wants to be useful, trusted, and part of something that makes a difference, we would like to hear from you.

Job Type: Full-time

Pay: 28,000.00-30,000.00 per year

Benefits:

Company pension Flexitime Work from home
Work Location: Hybrid remote in Dumfries DG1 2DE