Job: Administration officer (part-time)

19th May 2022

Blackboard background with an icon of hand holding a piece of jigsaw and the CCS logo. Written across the top are the words 'join our team' and 'Administration officer'.

Our new administration officer will confidently deliver routine administrative tasks while ably supporting the wider CCS team and contributing to our initiatives and discussions.

We are looking for a skilled administration specialist to fill this part-time post that recently became vacant. This is an opportunity for a professional confident in their own knowledge and abilities who wants to see the direct impact of their contribution to the operational robustness of a busy charity.

Closing date for applications: 23:59, Sunday 26 June

Apply now


Introduction

Creative Carbon Scotland (CCS) believes in the power of the arts and culture to help achieve sustainability in Scotland and the world. The arts inspire, illuminate, communicate, educate, entertain and encourage new ways of thinking and shared experience – all attributes needed to tackle climate change. That’s why we support individuals and organisations in the arts and culture sector to be sustainable themselves and to lead and influence climate action through their creative work, including by collaborating with environmental experts and organisations working directly on climate change.

We are a nimble, positive, influential and growing charity in a dynamic field. We are experiencing great demand and enthusiasm for our work in carbon emissions reduction and climate change adaptation from both the cultural and the climate change sectors. Our founding partners are the Edinburgh Festivals, the Federation of Scottish Theatre and the Scottish Contemporary Art Network. We receive significant long-term funding from Creative Scotland, the public body that supports the arts, screen and creative industries in Scotland.

We recently worked with Creative Scotland to help it write its bold and ambitious Climate Emergency and Sustainability Plan, which places the creative and cultural sector as key agents of change in the transformation to a sustainable Scotland. It will shape Creative Scotland’s funding, policy and work until 2045, and ours as well.

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Creative Carbon Scotland employment approach

CCS aims to be a friendly, collaborative employer where the team knows they are supported, valued and respected. We offer flexible working arrangements to balance employees’ personal circumstances with the needs of the organisation and we facilitate training and development opportunities identified with each individual. As a result, we have a great team of knowledgeable, friendly and committed people producing work of a very high standard. CCS has grown in the last few years, as our work is valued by both the cultural and climate change sectors amid the widespread demand for innovative ways to reach sustainability.

NB: Due to Creative Carbon Scotland’s size and circumstances, this opportunity is only open to those who already have the right to work in the UK.

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Employment details

Job title: Administration officer

Salary: £13,596 (£22,660 pro rata for 0.6FTE) + 3% of salary in pension contributions

Reports to: Finance and operations director

Responsible for: N/A

Hours: This is a part-time post at 0.6FTE. This means a 21-hour week with a degree of flexibility on both sides, as some evening and weekend work may be required and busy periods may call for extra hours, with time taken off in lieu during quieter periods.

Flexible working and job sharing: CCS welcomes proposals for flexible working, subject to the needs of the role being satisfactorily fulfilled. This post is not suitable for job sharing.

Holidays: 12 days plus six public holidays per year (the equivalent of 20 days plus 10 public holidays for a full-time employee) to be taken at times agreed with the line manager.  

Place of work: CCS is based at City Chambers, High Street, Edinburgh, but remote and hybrid working is the norm at present. The postholder will be instrumental in introducing new hybrid working arrangements and thereafter will be expected to work in the office at least one day per week. Travel throughout Scotland may be required if government guidelines and personal health concerns permit.

Contract and notice period: This is a permanent contract dependent on continued funding. A probationary period of three months will apply, following successful completion of which the full contract will be confirmed. The notice period is two months for both employer and employee.

Equipment: CCS is a bring your own device (BYOD) organisation. A laptop and mobile phone will be provided if required. Additional equipment will be provided in line with CCS policies if needed to support a healthy working from home workstation. The postholder may claim a heating and lighting allowance (£15.60 per month for this post) from CCS because of the requirement to work from home.

Staff benefits: CCS offers annual salary increments, a workplace pension scheme, a salary sacrifice scheme for bicycles and IT equipment, confidential access to mental health counselling, and a working from home heating & lighting allowance.

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The role

Main purpose of job:

  • Deliver CCS’s routine administrative requirements (65%)
  • Support the wider CCS team in their work (30%)
  • Contribute to CCS team initiatives and discussions (5%)

Responsibilities:

  • Maintaining administration and finance administration systems and records (30%) by:
    • developing, maintaining and improving existing office systems and resources, and proposing and creating new ones as required
    • ensuring that we comply with GDPR and equalities legislation
    • assisting with data collation from internal records for external reporting requirements
    • processing invoices and payments, working with the bookkeeper, and managing online finance files
    • monitoring expenditure and income relating to our IT subscriptions and reporting regularly on these
  • Managing and developing our remote/hybrid-working approach to enable the charity to operate effectively (10%) by:
    • ensuring that equipment and resources are fit for purpose, fully functional and comply with relevant health and safety standards
    • supporting team members in effective and safe home-working, providing guidance and training when required
    • managing the introduction and trialling of new hybrid working arrangements for the team
    • liaising with our external IT support providers to ensure that our Microsoft Office Sharepoint, Teams, document management, communications and other IT systems are up to date and working at the highest level
  • Ensuring internal communication is effective (20%) by:
    • organising, participating in and minuting weekly team meetings
    • organising and minuting monthly leadership team meetings
    • managing incoming contact via the corporate email
    • organising quarterly Board meetings
  • Supporting the wider CCS team (30%) in their work, for example:
    • planning and managing events
    • contributing to the running of projects
    • recruitment and HR activity and processes
  • Participating in CCS team initiatives and discussions on strategic, ethical and practical challenges (5%)
  • Other duties as required (5%), including ensuring that our Equalities, Diversity and Inclusion Action Plan is considered and acted upon in all the above areas

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Person specification

Essential characteristics

  1. Excellent interpersonal, oral and written communication skills
  2. Transferable skills, including attention to detail, good numeracy, problem solving, time management, confidentiality and discretion
  3. Flexible and proactive with the ability to plan and prioritise effectively and learn quickly
  4. The ability to work effectively with the Microsoft Office suite (including Sharepoint and Teams) and virtual and remote working software and tools
  5. Flair and imagination

Desirable characteristics

  1. Knowledge and understanding of best practice in data protection and information security, and in equalities, diversity and inclusion
  2. Experience of establishing and/or managing hybrid working arrangements

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Application process

The application process is as follows:

  1. Applications must be made using the application form unless you have difficulty accessing or using the website (see Accessibility below).
  2. Please study the job description and person specification closely and ensure that you demonstrate clearly in the application form how your skills and experience meet them.
  3. Complete the online application form and the separate anonymous online Equality Monitoring Survey by 23:59 (BST) on by Sunday 26 June.
  4. Confirm on the application form that you have completed the Equality Monitoring Survey. The survey is anonymous and the information provided will not affect your application in any way.

Once you submit your application through the online form you will receive an automated acknowledgement of receipt (please contact lewis.coenen-rowe@creativecarbonscotland.com if you don’t get this). By 29 June 2022 shortlisted candidates will be invited by email to interview. Interviews will be held on Microsoft Teams on the mornings of 5 July and 7 July 2022. We expect to make an offer by 12 July 2022 and for the selected candidate to begin work as soon as possible after that.

Once the appointment has been made, we will offer feedback to all applicants by email, starting around 19 July 2022.

In summary, the anticipated schedule is: 

Application deadline: 23:59 on 26 June

Invitation to interview: Issued to those on the shortlist by 29 June via email

Interviews: Virtually via MS Teams on 5 and 7 July 2022 (mornings)

Candidate commences: As soon as possible

Feedback: Offered to all applicants via email from around 19 July

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Accessibility, equalities & data protection

CCS wants to increase team diversity so that people with a range of views and experiences contribute to our thinking. Before we pass your application to our recruitment panel we will remove your personal data to help them avoid bias during the shortlisting process.

Accessibility

Applications will only be accepted via the application form on our website, but we are happy to make alternative arrangements if you have any problems in using the site (for example, if you are experiencing digital exclusion or have specific accessibility requirements). If we can help you with this please write to lewis.coenen-rowe@creativecarbonscotland.com or phone/text 07741 457824 to seek assistance in good time before the closing date of 26 June 2022. Note that Lewis works Monday to Thursday and may not reply on other days. Your interactions with us on accessibility will remain confidential and will not be shared with the recruitment panel.

Equalities

Creative Carbon Scotland promotes a diverse and inclusive working environment. We welcome applications from everyone with suitable skills and experience and we will make reasonable adjustments where necessary to enable people with particular needs or requirements to work with us. Please read our Equalities Policy and Safe Working Statement, and please remember to complete our Equality Monitoring Survey.

Data protection

We will only use the personal data you provide in your application for the purpose of completing this recruitment process. All records created during the course of this process will be permanently deleted once the appointee is under contract. For more information on how we handle your data, take a look at our Data Protection and Information Security policy.

If you would like a PDF or Word copy of all the information above sent to your inbox, please email lewis.coenen-rowe@creativecarbonscotland.com.

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About Creative Carbon Scotland

We believe cultural and creative organisations have a significant influencing power to help shape a sustainable Scotland for the 21st century.

0131 529 7909
info@creativecarbonscotland.com

Supported by

Creative Scotland logo City of Edinburgh Council logo

A project initiated by Edinburgh’s Festivals with key partners the Federation of Scottish Theatre and Scottish Contemporary Art Network

Edinburgh Festival City logo Federation of Scottish Theatre logo Scottish Contemporary Art Network logo

Accreditations

Scottish Living Wage Accreditation Good Business Charter Accredited