Administrative Officer In Scotland

Vacancy posted: Tuesday, 18 October 2016

Salary: 23,000 pa with 25 days annual leave + bank holidays, 30 days + bank holidays after 5 full years of employment. Generous time in lieu policy. Pension scheme auto-enrolment after probation.
Location: Motherwell

Closing date: 15 November 2016
Job ref. no.: PMB/6

Work Base: Aid to the Church in Need, Motherwell Office, Scotland
Responsible To: Head of Operations in Scotland
Coordinating With: 
Head of HR & Office Manager 
Community Fundraising Manager (to be appointed)
Community Fundraising Officer 
National Office UK 
North West Office

Main Purpose:

This post reports to the Head of Operations in Scotland in support of objectives set out in Aid to the Church in Need (ACN) UK’s overall Strategic Plan, focusing on agreed aspects of the fundraising and marketing strategy, which contribute to effective fundraising and awareness and ACN’s core aim of providing more aid to the Church in need.

ACN’s office in Scotland is a satellite of ACN’s National Office in Surrey and as well as carrying out a variety of administrative tasks within the office, the successful candidate will be administratively responsible for coordinating ACN fundraising events across Scotland and for supporting the network of Parish Representatives in Scotland. This role will also support the Head of Operations in Scotland’s work in Primary and Secondary schools in Scotland as increasing numbers of educational institutions participate in ACN’s initiatives for schools.

The Administrative Officer in Scotland will work closely with the Head of Operations in Scotland to help to build the profile of Aid to the Church in Need in Scotland, through increasing awareness of our work through the Bishops’ Conference and through Parliamentary and Media contacts, and by developing involvement and fundraising from within the Catholic community.

Requirements of the role:

Key areas of responsibility include but are not limited to:

Fundraising Events:

  • Administratively responsible for all ACN fundraising events in Scotland, in close cooperation with the Head of Operations in Scotland, the Community Fundraising Manager (when appointed), Community Fundraising Officer and office departments, as required.
  • Arranging advance publicity, preparing trading stock, literature and display materials.
  • Preparing mailings and sending out invitations to events in Scotland using data from our charity database The Raiser’s Edge.
  • Attending and supervising local evening and weekend events.
  • Promoting events via social media posts leading up to and during events.
  • Responsible for events photography and film.
  • Administration of trading stock for events, including stocktake and returns.
  • Assembling, with the Head of Operations in Scotland, monitoring and evaluation information for each event and preparing checklists and templates for similar future events.

 Parish Development and Administrative Tasks:

  • Initial and follow up contact with Parish Representatives, creating and maintaining records as directed by the Head of Operations in Scotland.
  • Banking and maintaining accurate records of income.
  • Assisting the Head of Operations in Scotland in the preparation of statistical and other information for quarterly board reports as required.
  • Ordering stationery & ACN literature.
  • Maintaining display materials and the filing system for paper documents (where necessary) in the office.
  • Answering incoming telephone calls, including dealing with enquiries and taking donations and requests for Masses.
  • Co-ordinating ACN volunteer input in the office and at events; assembling volunteer rotas and, working with the Head of Operations in Scotland, assigning and overseeing tasks for volunteers in office.
  • Dispatching all outgoing mail at the Post Office.

Outreach and Planning:

  • Deliver a wide range of written, audio and visual material in support of ACN’s office in Scotland’s fundraising and promotional objectives, including draft press releases, feature articles and comment pieces (weekly or as required), writing the ACN Scotland blog (weekly), preparing written content and images for the ACN website pages (as required), Facebook posts (weekly) and Tweets (daily).
  • The Administrative Officer in Scotland will work under the supervision of and alongside the Head of Operations in Scotland to reach out to schools, universities, parishes and other special interest groups.
  • Helping to develop and facilitate initiatives and programmes to be offered to the above groups within a given Diocese or throughout Scotland, and mailing out literature and other items as directed, to help to create links between with ACN and these groups.
  • Helping the Head of Operations in Scotland to develop themed presentations & workshops to be delivered by the Head of Operations in Scotland or the appropriate Area Secretary; organise mailings to contact targeted groups or areas.
  • Maintaining the office diary with planning of annual and other fundraising events in Scotland and liaising with the Community Fundraising Officer to maintain the organisation-wide events diary.

Stationery and Purchases:

  • Responsible for ordering stationery, ACN literature and Mass cards.
  • Purchasing and replenishing office kitchen supplies.
  • Arranging catering for guests as required.

Person Specification:

Technical Competencies:

  • ICT literate in Microsoft Outlook, Word, Excel and PowerPoint, as well as the internet and knowledge of Quark or Photoshop.
  • Excellent verbal and written communication skills including copywriting experience – demonstrating brevity and clarity.
  • Excellent eye for detail and proofing skills.
  • Fundraising experience, ideally with experience of organising fundraising events.
  • Hands-on experience of social media platforms, especially Facebook and Twitter.
  • Sensitivity and clarity when communicating with benefactors and members of the clergy in person, over the telephone and in writing.
  • Hold a driving licence, have access to a car and be prepared to travel throughout dioceses in Scotland.
  • Knowledge of bespoke database The Raiser’s Edge desirable.
  • Ideally engaged in photography, film and / or blogging.

Personal / Interpersonal Competencies:

  • Flexibility in dealing with changing priorities and arrangements.
  • Strong organisational skills – able to prioritise and willing to “own” distinct areas of work.
  • A self-starter, able to work both independently and as part of a team.
  • Motivated by the cause supported by Aid to the Church in Need, with a good understanding of the Catholic Church.
  • Ideally experience of or an interest in the charity sector.

Line Management and Deputising:

The Administrative Officer in Scotland will report to the Head of Operations in Scotland, and will deputise tasks for the Head of Operations in Scotland as directed.


Induction and Initial training will be provided in-house.

s1 says:

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