We are looking for a highly organised and proactive Production and Operations Administrative Assistant to join our team on a part‑time maternity cover basis.
This varied and hands‑on role supports colleagues across sales, editorial, events and office operations while helping to ensure the smooth day‑to‑day running of our Edinburgh office. It is an excellent opportunity for someone who enjoys working across multiple priorities, takes pride in delivering high‑quality administration, and is confident communicating with a wide range of stakeholders, including senior external contacts.
Key Responsibilities
Administrative support to sales team
- Act as the commercial content liaison for commercial content in the magazine and on Holyrood.com.
- Serve as the main point of contact for clients following the sale of a media product.
- Maintain the sales copy sheet and track progress for each piece of content.
- Liaise with designers on layouts and make simple amendments using InCopy.
- Publish commercial content on Holyrood.com.
- Arrange freelance writers for roundtable write‑ups, special features and annual review interviews.
- Coordinate with clients and the Total Politics Digital Campaign Manager to deliver display advertising on Holyrood.com.
- Liaise with the editorial team to coordinate client email newsletter placements.
- Act as the point of contact for membership package clients.
- Track membership deliverables and usage.
Assistance with magazine distribution and subscriptions
- Support the Head of Production in managing the controlled (free) subscriber list.
- Handle incoming requests relating to subscription changes.
- Review subscriber data to ensure accurate delivery to individuals and job titles.
- Research and contact potential recipients within relevant sectors.
- Process returned copies and follow up with subscribers as required.
- Prepare data for the fortnightly print run.
- Assist with the annual ABC mailing data audit.
Editorial Support
- Transcribe interviews.
- Conduct research and fact‑checking for annual reference publications.
- Maintain the physical publication archive and supporting spreadsheet records.
Events Support
- Record RSVPs for political engagement events.
- Support larger conferences and events on the day.
Office administration and customer service
- Handle incoming calls for Events and Office general lines and direct enquiries appropriately.
- Order office supplies and arrange courier services.
- Maintain the office calendar with upcoming events and publications.
- Support general office organisation and administration.
About you
You will be a highly organised and proactive administrator with excellent attention to detail and a proven ability to manage a varied workload. You will be comfortable working independently, taking initiative, and solving problems as they arise. You take pride in delivering accurate, high‑quality administrative support and in building strong working relationships with colleagues, clients and external stakeholders.
A key aspect of this role involves communicating with senior stakeholders across the public and private sectors. You will therefore be confident, professional and able to manage these interactions effectively, alongside competing priorities and deadlines.
Personal Attributes
- Highly organised with excellent attention to detail.
- Proactive, independent and confident in taking ownership of tasks.
- Strong problem‑solving skills with a practical, solutions‑focused approach.
- Professional, approachable and customer‑focused.
Skills and Knowledge
- Excellent written and verbal communication skills.
- Strong interpersonal skills with the ability to communicate effectively at all levels, including senior stakeholders.
- Strong administrative and organisational abilities.
- High level of proficiency in Microsoft Office, particularly Outlook, Teams, SharePoint and Excel.
- Excellent command of written and spoken English.
Experience
- Previous experience in an administrative or coordination role.
- Experience managing multiple projects, tasks and deadlines simultaneously.
- Experience in a customer‑facing or externally focused role.
Circumstances
- Based in Edinburgh or within reasonable commuting distance.
- Comfortable working in an office‑based environment within a hybrid working model.
- Interest in politics, public policy and current affairs.
- Experience supporting events, conferences or stakeholder engagement activity.
Working Arrangements
This role is based in Edinburgh, with hybrid working available. The position is part‑time (18 hours per week) and reports to the Head of Production and Operational Support.
Employee Benefits
- 12 days annual leave (pro rata) plus bank holidays.
- Cycle to work scheme.
- Life assurance of 4x salary.
- Season ticket loan.
- Employee assistance programme.
As an equal opportunities employer, we do not discriminate on the basis of age, disability, gender reassignment, marriage or civil partnership, pregnancy or maternity, race, religion or belief, sex, or sexual orientation, in line with the Equality Act 2010.
We are committed to building a diverse, inclusive and equitable workplace where everyone feels respected, valued and able to thrive.
We actively welcome applications from individuals of all backgrounds, particularly those from under‑represented groups.
We are committed to:
- Fair, transparent and inclusive recruitment practices.
- A workplace culture built on respect and inclusion.
- Making reasonable adjustments to support accessibility wherever possible.
If you require any adjustments during the application process, please let us know.
