ABOUT THE ROLE
We are seeking to recruit an Office Administrator to provide administrative support for a range of programmes, events, activities and day-to-day corporate operations.
You will be responsible for coordinating office activities and operations and contributing to a positive working environment and external impression of CGS.
You will join at an exciting time, with the Commonwealth Games being held in Glasgow next year. The eyes of the nation will be on our nation and team in 2026, and you will play your part in supporting a successful Team Scotland.
Hours: 37.5 hours per week.
A typical week is Monday-Friday, but the nature of the organisation is that meetings and events can occur at evenings and weekends, and flexibility is given to manage these occurrences.
Location: Stirling/Hybrid.
The role is expected to be office-based for at least 2 of the 5 days per week. Working arrangements are subject to regular review and requirements may change, particularly in the build-up to a Commonwealth Games.
Our office is at Airthrey Castle, Hermitage Road, University of Stirling, Stirling, FK9 4LA.
Key Responsibilities
Specific responsibilities are set out as below to reflect delivery of our Strategic Plan:
* First point of contact with CGS office function and will act as a communication relay, ensuring all parties receive the necessary information.
* Deal with enquiries. Answer telephone and direct calls as appropriate.
* Receive and respond to email messages.
* Assist with preparation and delivery of staff and Board meetings, papers and reports for CGS.
* Administrative support of meetings and events.
* Schedule and support in-person and digital meetings.
* Develop reports as requested and provide research support as needed.
* Administration contact for Safeguarding Procedure.
* Support of Athletes Advisory Panel.
* Data inputting and general office administration.
* Data and resource archiving, review and deletion/disposal for GDPR compliance.
* Identify opportunities and undertake appropriate CPD training to keep in line with current policies and business practices.
Integrated Partnerships
The post holder will play a supportive role in the operation of the Team Scotland Youth Trust, our charity partner, including:
* Administration and programme support as required.
* Manage Trustee meeting and production of meeting notes.
* Prepare papers and reports relating to external grant applications.
* Prepare papers and reports relating to athlete grant/scholarship applications and decisions.
* Coordinate the fundraising efforts for the Team Scotland Youth Trust at the Scottish Sports Awards.
* Manage and report on Team Scotland Youth Trust funds.
* Assist in maintenance of the Team Scotland Youth Trust section of the Team Scotland website.
* Support the Achieve Programme.
Financial Administration
Day-to-day financial management tasks include:
* Invoicing suppliers – checking and processing for payment in conjunction with the budget holder.
* Invoicing customers – calculate and raise invoices, including follow-up where required.
* Bank and Mastercard reconciliation.
* Production of reports for the CEO and Finance Director.
Achievements Recognised and Celebrated
* Assist in the preparation and delivery of campaigns, events and activities where required.
* Assist in the maintenance of the CGS website.
Skills and Experience
The post-holder will be:
* A good communicator.
* Well-organised.
* Proficient in all aspects of Microsoft 365, especially Excel, and a strong aptitude for working with figures.
* Enthusiastic and keen to contribute to the success of Team Scotland.
A knowledge of financial procedures and financial operating systems is desirable but not essential. CGS uses Xero accounting software, and training will be given to the post-holder.
We live our organisational values, and expect our team members to do the same:
* Athlete-centred: having athletes at the heart of what we do.
* Excellence: aspiring to deliver excellence in our actions.
* Leadership: through a participative ‘One Team Scotland’ ethos.
* Inspiration: promoting the achievements of team members to inspire others.
* Inclusion: people respected, engaged and valued as part of the Team Scotland community regardless of their background, identity or circumstance.
Games-Time Role and Responsibilities
The activities of the organisation significantly change in the build-up to and during a Commonwealth Games, and staff members may take on different responsibilities during Games-time.
This will be discussed as part of the wider team preparations in the build-up to a Games.
Some travel in Scotland and internationally may be required through Games cycles depending on host cities and post-holder responsibilities.
Remuneration and Benefits
Remuneration will be £25,000 FTE.
Reasonable expenses incurred in carrying out this position are reimbursed, in line with the CGS Expenses Policy.
The role includes 25 days’ paid holiday, plus a 10.5-day statutory leave entitlement.
CGS operates a defined contribution pension scheme of 6% of salary, based on an employee contribution of 6%, and rising with length of service.
The Process
If this role excites you please send a CV and one page cover letter outlining your interest and suitability for the role to Gravitate HR, using the 'APPLY' section.
Closing date for nominations is midday on Wednesday 12th March 2025. We anticipate holding in-person interviews Monday 24th and Tuesday 25th March, with the successful individual contacted shortly thereafter.