The Holywood Trust is a charitable grant-giving organisation that has operated across Dumfries and Galloway for over forty years. It provides grant funding to individual young people and organisations supporting young people throughout the region. The Trust is governed by a Board of Trustees and supported by a small staff team dedicated to delivering meaningful, effective grant-giving programmes.
Job Summary
Job Title: Administration Assistant (6 months Fixed-Term Contract with possibility of short extension)
Purpose of Post
The Trust is recruiting a part-time additional Administration Assistant to support the financial, administrative and grant‑giving functions of the Trust during a fixed-term project period
Contract
Fixed-Term of 6 months, with potential for short extension
Location
Hestan House, Crichton Business Park, Bankend Road, Dumfries (Hybrid working offered between homeworking and office-base following a settling in period)
Responsible to
Finance and Operations Manager
Hours
14-21 hours per week across 2 or 3 days
Pay
£13.50 per hour
Annual Leave
20 days per annum, inclusive of public holidays, for full-time employees.
Sick Pay
Discretionary sick pay
Pension
10% employer contribution to personal pension
Notice Period
2 weeks by either party
Discipline & Grievance
Trust policies apply.
Role Overview
The Administration Assistant will be a key member of the Trust staff during a busy project period. The role involves:
Key Responsibilities
General Administrative Support
* Preparing letters, reports, meeting papers, and meeting records.
* Operating databases, spreadsheets, document management systems, and the Trust’s grant management system.
* Managing correspondence and enquiries from young people, families, support workers, and partner agencies.
* Maintaining filing, archiving, and data retention systems.
* Arranging appointments and meetings for the Management team.
* Supporting efficient IT, communication, and office systems for both office and remote work.
* Recording and inputting information into the grant management systems.
* Liaising with applicants and agencies to gather required information.
* Preparing reports and summaries for decision‑makers (Director, Finance Group, Trustees).
* Producing digital and paper application packs for Trustees.
* Helping coordinate and arrange visits to funded organisations.
* Contacting funded organisations for progress updates and monitoring reports.
* Assisting in preparing progress reports for Trustees’ meetings.
Stakeholder Communication & Support
* Acting as a friendly, helpful first point of contact (in person, phone, online).
* Supporting communication between the Trust and funded projects, applicants, referring organisations, and partner agencies.
* Supporting occasional PR and publicity activity at events.
Meetings & Events
* Supporting internal and external meetings and events.
* Preparing paperwork for meetings and events.
Other Duties
* Providing occasional administrative support to the Chairman and Board of Trustees.
* Contributing to the overall smooth running of the Trust.
* Taking on additional reasonable duties as required within a small, flexible team.
Qualifications
* Experience in an administrative role.
* Strong communication skills with a customer‑focused approach.
* Ability to relate sensitively to young people, including those with challenges.
* Ability to prioritise tasks, manage competing deadlines, and maintain strong organisation.
* Attention to detail and accuracy.
* Ability to build positive working relationships.
* Flexibility, including occasional evening or weekend work.
* Commitment to equal opportunities and Trust values.
* Experience with online grant management systems.
* Experience in grant‑giving or third sector organisations.
* Understanding of issues affecting young people.
* Knowledge of charitable governance, compliance, data protection, and health & safety.
* Experience working with Boards or Committees.
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