Crichton Foundation, Browne House, Bankend Road, Dumfries, DG1 4ZZ | 01387 702 047 / 8  


Vacancy for Administrative Assistant

 We are currently recruiting for a part-time Administrative Assistant (12 hours per week over two days initially) to work at our office in Dumfries. Starting salary: £18,583 (pro rata). Appointment is subject to a six-month probationary period, following successful completion of which an increase in salary may be considered. We are looking for a reliable, organised and self-motivated person to undertake administrative duties. As an Administrative Assistant, you will play a key role in the smooth routine operation of the charity. You will be a conscientious and trustworthy team player with fantastic attention to detail and great communication skills, who thrives on working in a varied environment.

The successful candidate will:

Please refer to the person specification for further details on essential and desirable requirements. This post will require some evening and weekend working along with flexibility in working hours.

To apply for this post please submit your CV with a covering letter, detailing how you meet the criteria in the person specification and job description, to addressed to Mrs P Stokes. Closing date for applications is 12 noon on Thursday 11th August 2022. Interviews will be held on Tuesday 30th August.


Post:                           Administrative Assistant

Job Purpose:            Contribute to the effective delivery of the Crichton Foundation’s charitable aims and objectives. You will carry out administrative duties under minimum supervision to facilitate the smooth, efficient running of the Foundation office and assist with the organisation and delivery of fund raising and other events. You will be the first point of contact for routine enquiries, including answering and making calls.


  1. Provide a wide range of administrative support to the Office Manager, Finance and Systems Manager and Foundation Convenor.
  1. Provide a central point of contact for customers, partners and students.


  1. Assist in ensuring that all written, electronic and telephone communications are received, filtered and progressed timeously using appropriate recording and tracking procedures to support the provision of a quality service.
  1. Maintain and update mailing and contact lists.
  1. Assist with preparation and circulation of agendas and papers for Board and Committee meetings.
  1. Assist with recording, preparing and circulating minutes of Board and Committee meetings.
  1. Assist with gathering information for the Annual Report and any other reports.
  1. Utilise and maintain effective information and administrative systems.
  1. Assist with administration of the Friends subscription scheme, including monitoring annual subscription payments and related correspondence.
  1. Provide support to the Office Manager and the Awards Committee by receiving applications from students and Campus partners, helping to prepare these for circulation and recording and monitoring application outcomes.
  1. Assist the Office Manager with preparation for events by attending Committee meetings, attending events and liaising with internal and external organisations as required.
  1. Assist the Office Manager, Finance and Systems Manager and Foundation Convenor with any other reasonable duties as required.


Attributes: Essential Desirable
Qualifications Educated to a good general level to National 5 or equivalent in English OR equivalent demonstrable experience. SVQ level 3 in a relevant subject.
Knowledge & Skills Effective planning and organisational skills.

Excellent IT skills.

Exemplary communication skills.

Ability to maintain confidentiality.

Proficient in maintaining and developing effective administration procedures and systems.

High level of accuracy and attention to detail.

Ability to complete tasks within a context of competing demands.

Polite and professional manner.

Relevant experience of working in an administrative role, ideally in charity, third sector or customer orientated environment.

Ability to work efficiently, even under pressure.

High levels of organisation.

Ability to work both on your own initiative and as part of a dynamic team.

Demonstrate a knowledge of Health & Safety within an office environment.




Providing a wide range of clerical and administration support.

A comprehensive knowledge of the Microsoft Office suite of applications, and how to apply these to the delivery of effective and efficient administrative support.

Working in a multi-disciplinary capacity with partner organisations.

Proven track record of working within a similar role.

Experience within the third sector or related environment.

Experience of facilitating committee meetings.



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