Centre Administration and Communications Officer - Maternity cover

Job title Centre Administration and Communications Officer - Maternity cover Location - onsite Port Dundas, Glasgow Hours Full time 9am – 5pm, Monday to Friday Reporting to Centre Manager Job purpose The post holder will support the delivery of Cerebral Palsy Scotland’s work by being the welcoming face to everyone who comes into the centre or contacts the centre by phone or email. They will work closely with the Centre Manager and provide administration support to all teams to ensure the smooth running of the work of the centre. They will be specifically responsible for keeping up to date with communications with supporters and beneficiaries, including thanking donors, posting updates on social media and will assist colleagues with the planning and administration of events. Main duties and responsibilities General Administration To work with administration, therapy and fundraising colleagues to ensure the smooth running of all operations in the centre To provide admin support to the senior management team To contribute to maintaining the centre’s filing, record keeping and data base systems To ensure all centre information is kept accurate, relevant and up to date Reception To welcome visitors to the centre To operate the telephones during centre opening hours – taking messages and passing on calls To ensure that all incoming and outgoing mail is sorted and franked as appropriate To take mail to local post office when required Information and Communication Building Cerebral Palsy Scotland’s communication channels to remain connected with supporters, the cerebral palsy community and other audiences To support development and delivery of our digital and print communications offer Manage and produce content for Cerebral Palsy Scotland platforms To assist with the dissemination and distribution of information about Cerebral Palsy Scotland projects and services to professionals and non-professionals across Scotland To work alongside colleagues and outside agencies to develop information about cerebral palsy for children and adults with cerebral palsy, in print and online To work alongside colleagues to play a vital role in the planning of the exhibition and programme at the annual Cerebral Palsy Scotland conference Facilities Management To run the meeting rooms booking diaries and to ensure meeting rooms are set up as required for colleagues To assist with the running of courses, including advertising, sending out information and taking bookings, invoicing, payment confirmation, catering and passing information on to other staff members as required To be the nominated fire warden for the building and keep paper work up to date and to carry out weekly fire alarm tests and test evacuations as required To be responsible for general stock control in the centre, particularly with regard to stationery, cleaning equipment and refreshments To be the point of contact for any building issues and work with Centre Manager to liaise with contractors in booking appointments and scheduling work. To assist in cleaning duties as required Financial Purchase orders – to operate the purchase order system, to issue purchase order numbers, ensure that they are signed, approved and logged on the system Invoices – to match invoices with purchase orders and distribute for payment to the CEO and to issue invoices when appropriate and to chase unpaid invoices Payments – to keep a log of payments received and ensure accountant receives monthly copies of all PO’s and invoices. General Have an understanding and awareness of cerebral palsy To carry out all reasonable tasks as may be required Maintain a confidential, sensitive and discrete approach to personal, sensitive and organisational information Contribute to a culture of equality and demonstrate a commitment to creating a genuinely inclusive organisation Represent the organisation in a positive manner Adhere to and uphold Cerebral Palsy Scotland’s mission, vision, social purpose, strategic aims and values Act with integrity and maintain the highest professional standards at all times Compliance with Cerebral Palsy Scotland policies This job description is not necessarily an exhaustive list of duties but is intended to reflect a range of duties the post-holder will perform. The job description will be reviewed regularly and may be changed in the light of experience and in consultation with the post holder. Person specification Person Specification Essential Experience Customer service experience or similar role Good level of education Desirable Experience Working for a charity Higher English and Maths Knowledge and skills Essential Experience Experience of dealing with the public IT literate including MS Office Previous experience of working in a team Strong written and verbal communication skills. Good planning and organisational skills Able to use own judgement, resourcefulness and common sense Able to work under pressure Able to multi-task Desirable Experience Quick to pick up new skills Willing to learn new skills Pleasant and articulate manner Personal attributes Essential Experience Ability to work effectively and positively as a team member Passion and a positive attitude. Accurate and able to ensure attention to detail Other Job related requirements Essential Experience An understanding, acceptance and adherence to the need for strict confidentiality Willing to step in and help other team members as required Desirable Experience Sensitivity and awareness of cerebral palsy Should gain satisfaction from helping others

Location: Port Dundas, GB

Posted Date: 7/3/2025