Administrative Officer

Position: Administrative Officer

Hours: 16 hours per week

Salary: £14,000 £15,000 pro-rata (FTE £28,000)

Term: Fixed term initially until 30 June 2026. Continuation beyond this date will be subject to funding.

Location: Hybrid – a mix of home working and our office at Palmerston Place, Edinburgh

Closing date: 15 December 2025 at Noon

Overview

We are looking for a highly organised and proactive Administrative Officer to support the smooth running of IYS's day-to-day operations.

Working closely with the Finance Manager and wider team, you will coordinate essential office systems, manage facilities-related queries, maintain accurate records, liaise with suppliers, and support internal communication and administrative processes. This role is critical in helping IYS maintain strong operational foundations as we continue to grow.

Company Background

Intercultural Youth Scotland (IYS) is a leading youth charity working to empower and support Black and People of Colour (BPoC) children and young people across Scotland. As a national voice for equity, inclusion, and social change, we work to achieve our mission through a robust series of services aimed at supporting the diverse and intersectional needs of young people of colour throughout Scotland.

Key Duties and Responsibilities

As the Administrative Officer, you will be responsible for supporting the effective and efficient operation of IYS. Core responsibilities include:

Office & Facilities Administration

· Act as a first point of contact for office-related queries from staff, visitors, and suppliers.

· Maintain office supplies, manage inventories, and ensure essential equipment is available and logged (including BreatheHR equipment records).

· Coordinate office repairs, routine maintenance, building works, and contractor visits.

· Liaise with the landlord/building management regarding property issues, health & safety matters, and office access.

· Support room bookings, meeting set-up and preparation of materials for in-person and online meetings.

General Administrative Support

• Provide administrative support to the Finance Manager and wider teams as required.
• Handle correspondence, schedule meetings, coordinate diaries, and maintain filing systems.
• Assist in the preparation of documents, forms, letters, templates and presentations.
• Manage general inbox enquiries and triage to relevant staff.
• Support onboarding administration, including welcome packs, equipment allocation and collection of new-starter documentation.

Supplier & Contractor Coordination

• Liaise with suppliers including IT services, utilities providers, maintenance contractors, cleaners, and office vendors.
• Arrange quotes and support contract renewals, cancellations or changes.
• Schedule and follow up on routine contractor visits (e.g., alarm/CCTV servicing, FRA assessments).
• Maintain up-to-date records of contracts, agreements and service logs.

Finance & Data Administration

• Assist with organising invoices, matching receipts, and collecting documentation required for finance processing.
• Support record-keeping for petty cash, staff expenses information and purchases.
• Carry out basic data entry tasks to support accurate financial and administrative record-keeping.
• Help collate documentation for audits, reporting deadlines and compliance checks.

Governance, Compliance & Record-Keeping

• Maintain accurate logs, inventories, compliance records and administrative databases.
• Support policy administration, version control and document circulation.
• Ensure documentation is stored securely and in line with GDPR requirements.
• Support implementation of office-related health and safety processes.

Internal Communication & Staff Support

• Provide a welcoming, supportive presence when working onsite.
• Assist staff across programmes (Youth Work, Education, Employability, Mental Health) with administrative tasks.
• Ensure clear communication of office processes, updates and procedures.
• Promote a positive and inclusive working environment aligned with IYS values.

Person Specification

To be considered for this role, you must be able to demonstrate the following skills, experience and knowledge:

Essential criteria

· Previous administrative experience within a small busy team.

· Excellent organisational and time-management skills.

· Strong communication skills, both written and verbal.

· High attention to detail and accuracy in documentation.

· Ability to manage competing priorities and work independently.

· Confident using Microsoft 365 (Teams, SharePoint, Word, Excel).

· Ability to maintain confidentiality and handle sensitive information with discretion.

· A proactive, flexible and solution-focused approach.

· Commitment to IYS's mission, vision and values.

Desirable criteria

· Experience in office coordination, facilities support or supplier management.

· Experience in the third sector or a small, fast-paced organisation.

· Experience supporting basic finance or HR administration.

· Knowledge of CRM or project management tools.

Working with Children and Young People

Employment is conditional upon successful PVG and safeguarding check.

Diversity and Inclusion

We are committed to creating an inclusive environment where everyone feels valued, respected, and empowered to contribute their unique perspectives and experiences.

We are proud of our diverse and passionate team. We warmly welcome applicants from all backgrounds who share our values and our commitment to making a positive difference in the lives of young people.

Place of Work

Our office is based at Palmerston Place, Edinburgh with excellent transport links, and an 8-minute walk to Haymarket train station.

What we offer

· An opportunity to make a difference

· We offer 7 weeks' paid leave per year (inclusive of public holidays).

· Employee Assistance provision in place

· Flexible, hybrid working model

· A collaborative and values-driven team culture

How to Apply:

If you are interested in being considered for this role, please provide your CV and a covering letter outlining your interest and suitability for the role by 12 noon on Monday 15 December 2025.

Any questions, please contact Sadia Hussain-Savuk

We will shortlist applications as they are received and may hold interviews before the closing date. We aim to complete the interview process by Monday 22 December 2025.

Job Type: Part-time

Pay: £14,000.00-£15,000.00 per year

Expected hours: 16 per week

Work Location: In person