Role
The Open Door Edinburgh is looking for an experienced and independent administrator who can bring their skills and enthusiasm to our welcoming day service for older adults in the heart of Morningside. We are a small local charity needing help with daily tasks such as maintaining accurate records, assisting with volunteer management and handling communications. Administrative and customer service skills essential, experience with elderly care would be helpful.
About The Open Door Edinburgh:
The Open Door (Scottish Charity Number SC has provided activities and services for adults at our Morningside hub for over forty years. It is well-supported by the community and has developed into a high-quality day service for vulnerable older adults, providing transport and meals during Monday-Friday sessions. We centre care, connection and community at The Open Door and have a dedicated and skilled team of staff and volunteers who keep the service welcoming and enriching for all. Currently a team of 8 staff and 20 volunteers support about 40 individuals per week.
Purpose of Job
The Senior Administrative Officer plays an important role in supporting the daily operations of the services at The Open Door, assisting the Registered Manager/ Head of Services. The role is varied, as we are a small charity and it is essential that you can work effectively as part of a team and on your own initiative with minimal supervision. Handling applications, documents and records with the highest standards of confidentiality is essential.
Key Responsibilities
· Manage daily administrative operations of the organisation, including scanning, filing and managing office supplies
· You will be proficient in using Microsoft Office 365 packages, including Word, Excel, and Outlook, with excellent word processing speeds
· Maintain accurate client records, attendance logs, and service documentation, using the online Sharepoint and hard copy filing systems
· Assist with payroll, basic accounting tasks (processing invoices, petty cash, tracking expenses)
· Handle phone calls and emails in professional manner
· Help organise The Open Door transportation service
· Assist with management of volunteers
· Coordinate internal communication between families, care staff, volunteers, and management
· Input data from client intake interviews and assessments
· Assist applications for Self Directed Support claims
· Plan introduction into day care services and orientation for new clients
· Maintain confidentiality, informed consent, safeguarding, and data protection standards
· Support compliance with policies, procedures and regulatory requirements, including health and safety policies
· Coordinate meetings and appointments
· Prepare documents, forms, and reports for management and internal use
Qualifications & Experience
· Scottish Highers or equivalent (required)
· Certificate or training in social services, community care, healthcare, administration, or assessment-related fields (preferred)
· Experience in elderly care services, healthcare intake, community services, or administrative roles (preferred)
· Proficient computer skills (MS Office 365 packages, data entry systems, required)
· Competency with Xero software for financial tasks (advantageous)
· Knowledge of confidentiality and data protection (required)
· Awareness of safeguarding and care standards (preferred)
Skills & Competencies
· Excellent interpersonal skills
· Excellent communication skills (verbal and written)
· Compassionate, respectful, and client-centred approach
· Strong organisational and time-management skills; able to prioritise
· Ability to manage confidential information professionally
· Analytical thinking and problem-solving skills
· Team-oriented with a collaborative attitude
· Accuracy and attention to detail in recordkeeping
Experience:
* Administrative experience - 12 months - essential
* Customer service experience - preferred
Benefits:
Hourly payment allowance in lieu of holidays
Probation
The first 4 weeks of employment shall be a probationary period during which employee performance and suitability for the position will be assessed.
Please note this post is subject to satisfactory pre-employment checks
We are happy to have an initial informal chat with anyone who wants to find out more about the scope of the role, If you have any questions or would like to discuss you application, please call the office on and ask for Simon Warr, alternatively email
Job Types: Part-time, Fixed term contract
Contract length: 12 weeks
Pay: £14.50 per hour
Expected hours: 18.75 per week
Benefits:
* Discounted or free food
Education:
* A-Level or equivalent (required)
Experience:
* Administrative: 1 year (required)
Work Location: In person