Scottish Independent Advocacy Alliance

Job Description

Title: Administrator

Hours: 18 hours per week

Starting Salary: £17,544pro rata

Location: Edinburgh

Responsible to: TheOperations Manager

Contract: Permanent subject to 3 month probationary period

Annual Leave: Up to28 days per annum (dependent on length of service)

plus 12 public holidays pro rata

Pension: 5% employer contribution

Guiding Values and Principles

The Scottish Independent Advocacy Alliance (SIAA) requires that every member of staff is committed to promoting the values of inclusion and equality of opportunity. The SIAA expects all members of staff to hold, central to their practice, the ethos and principles of Independent Advocacy, in all its diverse forms.

Job Purpose

To provide effective administrative and financial infrastructures and support for the organisation to ensure its smooth and efficient operation.

Main Responsibilities


The post holder will:

  1. Be a first point of contact for those seeking advice, information and signposting about independent advocacy through written, telephone and personal enquiries.
  2. Provide general and clerical support to the team.
  3. Maintain and develop any relevant databases, of organisations and individuals, as required.
  4. Maintain the Membership List of the SIAA.
  5. Record and send out information and publications.
  6. Take minutes at meetings of the SIAA and meetings of the Board of Directors as required.
  7. Assist in the organisation of training events and conferences.
  8. Where necessary assist in producing the About Advocacy magazine, e-bulletins and keeping the website up to date.


The post holder will:

  1. Maintain systems, including financial systems, for recording and monitoring the SIAA’s activities.
  2. Manage and process invoices, keep up to date entries on SAGE.
  3. Collect and record membership fees.
  4. Prepare financial information for the bookkeeper.
  5. Ensure all accounts etc. are prepared for the annual audit.

Other Duties

17. Work as part of a team within strategic and individual work plans

18. Work according to the policies and procedures of the SIAA.

19. Take part in supervision, learning and appraisal activities.

20. Contribute to the strategic direction of SIAA through team meetings, working groups, monitoring and evaluation.

21. Undertake any other duties reasonably required to ensure the smooth running of the organisation as agreed with the Director/Operations Manager.

This job description forms part of your contractual agreement with SIAA. However it is a broad picture of the post at the date of employmentand we recognise that posts change and evolve over time.

Person Specification: Administrator

Experience/ Skills
  1. Ability to use IT resources e.g. Access, Word, Excel, Microsoft Office, SAGE and willingness to build on existing skills.
/ X
  1. Able to demonstrate effective communication skills with an awareness of a range of media.
/ X
  1. Experience of working to deadlines.
/ X
  1. Experience of working on own initiative as part of a small team.
/ X
  1. Experience of developing systems and procedures that meet the needs of the organisation.
/ X
  1. Minute taking skills
/ X
  1. Experience of organising events, conferences, seminars, training etc.
/ X
Other requirements
  1. A commitment to equality and diversity.
/ X

SB January 2016