Fellowship and Administration Officer

The Society of Antiquaries of Scotland is looking for a new Fellowship and Administration Officer to help grow and sustain our flourishing global network and support our busy programme of events for the public and Fellows (members).The Fellowship and Administration Officer is the main point of contact for Society Fellows, applicants and general enquiries. They administer and update records in the Society’s CRM database and undertake financial and general office administration. They also support the delivery of the Society’s annual programme of in-person, online and hybrid events.Location: Hybrid working – all staff are expected to work from the Society’s office at the National Museum of Scotland in Edinburgh at least two days per week (pro rata) and employees starting in a new role will be required to work from the office more regularly in the first instance. However, as there are several flights of stairs up to the Society offices, we are happy to explore different ways of working.Reports to: Fellowship and Development ManagerProbation: Nine-month probationary period during which time your skills and suitability for the post will be assessedMain ResponsibilitiesActs as the main point of contact for Society Fellows, prospective Fellows and general enquiries by telephone, email, letters and in personAssists with application, Fellowship and subscription queries and Fellowship applications and sends welcome packs to new FellowsAdministers and updates database records and provides reports from the database (for example, mailing lists for sending biannual newsletters and other printed items to Fellows)Assists the Finance Manager with financial administration relating to Fellowship, including standing orders, credit notes, direct debits and Gift Aid, renewals and various mailingsAssists Fellows with website login access and event bookingsMonitors the Society’s main email inboxes, responding to queries or forwarding to other colleagues as appropriateProduces the monthly Fellows e-newsletter and additional e-mailings as requiredUndertakes general office administration, including meeting room bookings, booking accommodation for Trustees, printing meeting papers and mailingsSupports with the operational delivery of Society events, including Eventbrite and survey-related tasks for Fellows-only events, liaising with speakers, arranging travel and accommodation, uploading recordings of Fellows-only events to YouTube, and attending and helping at events as requiredContributes to internal quarterly reportsProcesses and posts merchandise ordersPerson SpecificationRequirementsDemonstrable experience of working independently in a busy office for a charity, membership-based organisation or similarDemonstrable knowledge, experience and use of CRM membership databases such as Microsoft Dynamics (for example, Silverbear)IT literate (for example, experience of using Office 365, Zoom, Eventbrite, WordPress and Mailchimp) and open to learning new digital skillsDemonstrable experience supporting the delivery of successful events (for example, venue hire, liaising with speakers, and arranging travel and accommodation)Excellent organisational and time-management skills with ability to prioritise workload to meet deadlines and to work on own initiativeExcellent written and verbal communication skillsHigh standard of accuracy with close attention to detailStrong problem-solving skillsAbility to work flexibly, including occasional weekend and out-of-hours work