Admin Assistant

Third Sector D&G; Kingholm Quay; Hybrid; GBP 40,000 - GBP 60,000; Part time

Job summary

A charitable organization is recruiting a part-time Administration Assistant to support financial and administrative functions over a 6-month fixed-term contract. This role involves various tasks, including grant management support, communication with stakeholders, and internal event planning. The position offers hybrid working after a settling-in period and is ideal for someone with administrative experience and a strong commitment to supporting young people. The pay is £13.50 per hour with additional benefits.

Benefits

20 days annual leave

10% employer pension contribution

Discretionary sick pay

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 prioritize tasks, manage competing deadlines, and maintain strong organization.
• Attention to detail and accuracy; ability to build positive working relationships.
• Flexibility, including occasional evening or weekend work.

Responsibilities

• Support all administrative aspects of grant-giving and general office operations.
• Prepare letters, reports, and meeting records; operate databases.
• Act as a friendly first point of contact for stakeholders.
• Support internal and external meetings, preparing paperwork.
• Provide occasional administrative support to the Board of Trustees.

Skills

Administrative experience

Strong communication skills

Customer-focused approach

Attention to detail

Flexibility

Experience with grant management systems

Job description

Overview

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 Title: Administration Assistant (6 months Fixed-Term Contract with possibility of short extension)

Purpose of Post: The Trust is recruiting a part-time Administration Assistant to support the financial, administrative and grant-giving functions 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-based 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:

Supporting all administrative aspects of grant‑giving, compliance, and general office operations. Working closely with the Finance and Administration team, the Trust’s Director, Finance and Operations Manager, and external applicants/agencies. Being flexible within a small team and prepared to cover a variety of functions when required.

Key Responsibilities

• General Administrative Support: prepare letters, reports, meeting papers, and meeting records; operate databases, spreadsheets, document management systems, and the Trust’s grant management system; manage correspondence and enquiries from young people, families, support workers, and partner agencies; maintain filing, archiving, and data retention systems; arrange appointments and meetings for the Management team; support efficient IT, communication, and office systems for both office and remote work; record and input information into the grant management systems; liaise with applicants and agencies to gather required information; prepare reports and summaries for decision-makers (Director, Finance Group, Trustees); produce digital and paper application packs for Trustees; help coordinate and arrange visits to funded organisations; contact funded organisations for progress updates and monitoring reports; assist in preparing progress reports for Trustees’ meetings.
• Stakeholder Communication & Support: act as a friendly, helpful first point of contact (in person, phone, online); support communication between the Trust and funded projects, applicants, referring organisations, and partner agencies; support occasional PR and publicity activity at events.
• Meetings & Events: support internal and external meetings and events; prepare paperwork for meetings and events.
• Other Duties: provide occasional administrative support to the Chairman and Board of Trustees; contribute to the overall smooth running of the Trust; take on additional reasonable duties as required within a small, flexible team.
• Experience and Skills: 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.

Qualifications & Experience

• 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.