Closing Date for Applications: Thursday, 19th November 2026, 9:00am
Job Title: Senior Communications and Administration Officer
Location: Glasgow, Scotland
Working Hours: 35 hours per week
Job Description
Purpose
Provide senior administrative, operational and communications support to Spinal Injuries Scotland. The postholder will coordinate office activities and records, manage Clober Farm enquiries and bookings, support communications and social media, supervise the Administration Assistant, and work closely with the CEO, colleagues and volunteers.
Experience
A minimum of five years’ relevant administrative experience, including responsibility for coordinating office systems, managing competing priorities and guiding or supervising colleagues.
Key Duties and Responsibilities
- Lead day-to-day office administration, including correspondence, post, filing, telephone and shared inbox enquiries, meetings, calendars and key deadlines.
- Maintain and improve administrative systems, procedures and records to support consistency, service quality and value for money.
- Guide and allocate work to the Administrative Assistant, monitoring priorities, standards and deadlines and escalating concerns where appropriate.
- Act as a professional first point of contact, handling sensitive enquiries with discretion and compassion and coordinating Peer Support referrals and Clober Farm enquiries and bookings.
- Administer payments, donations, Gift Aid, invoices and reconciliation records securely and accurately, investigating discrepancies and following agreed financial controls.
- Support events, supplier arrangements and the charity magazine, coordinating communications, materials, donated items, quotations, records, printing, distribution and follow-up.
- Plan, create, schedule and monitor accessible, on-brand content for social media and the website, including graphics and promotional materials, ensuring appropriate approval, confidentiality and accurate responses to enquiries.
- Prepare reports, schedules, correspondence and management information, highlighting risks, delays, recurring issues and required actions.
- Handle personal, financial and organisational information confidentially and in line with data protection and record-retention requirements.
- Undertake any other reasonable duties consistent with the seniority of the post and Spinal Injuries Scotland’s objectives.
Financial and Non-financial Asset Responsibility
- Maintain accurate financial and administrative records, apply agreed controls and use organisational resources responsibly, including identifying opportunities for value for money.
Accountability, Judgement and Decision Making
Responsibilities:
- Exercise sound judgement and discretion, prioritise work within agreed procedures, and escape significant risks, safeguarding concerns or exceptions promptly.
- Remain accountable for accurate, complete and timely work, following actions through to resolution and recommending practical improvements where recurring issues arise.
Job Complexity and Responsibility
Responsibilities:
- Manage a varied workload independently, coordinating independent tasks, maintaining accurate audit trails and recognising when advise, approval or escalation is required.
Communication and Relationships - External and Internal
Responsibilities:
- Build constructive relationships and communicate clearly, sensitively and professionally with staff, trustees, volunteers, members, service users, families, partners, suppliers and the public.
- Resolve routine matters, direct complex or urgent enquiries appropriately, and present accurate information to different audiences through correspondence, reports and meeting records.
Person Specification
- A minimum of five years’ relevant administrative experience, including coordinating office systems and managing varied workloads within a small office environment. The postholder must be confident working independently, often with limited supervision, using initiative to resolve routine issues, adapt to changing priorities and recognise when advice or escalation is required.
- Demonstrable experience of supporting, guiding or supervising colleagues and monitoring the quality and completion of delegated work.
- Advanced working knowledge of Microsoft Word, Excel, Outlook and other Microsoft 365 applications, with the ability to learn new systems quickly.
- Experience of maintaining accurate records, handling confidential information and applying data protection requirements in practice.
- Strong written and verbal communication skills, with the judgement and confidence to deal professionally with sensitive, complex or challenging enquiries.
- Excellent organisation, prioritisation and problem-solving skills, with a consistent record of meeting deadlines and maintaining accuracy under pressure.
- Experience of financial administration, including payments, invoices, donations or reconcilation processes; experience of Stripe is essential
- Practical experience of creating branded digital graphics and visual content for social media using Canva or similar design software, alongside creating, scheduling and monitoring content for organisational social media channels and websites. Ability to write engaging, audience-appropriate copy and apply brand, accessbility, confidentiality and approval requirements. Experience of using social media scheduling, analytics or content management tools is desirable.
- Commitment to ongoing professional development and willingness to undertake training relevant to the role.
- Ability to lead by example and work consistently in line with the organisation’s values of professionalism, integrity, compassion and respect.
What do we offer:
- 20 days’ annual leave, pro rata, plus Scottish bank holidays
- Access to pension with 6% employer contribution
- Relevant training and development
- The opportunity to make a real difference.
Stay At Clober Farm
Clober Farm is a self-catering fully accessible accommodation that can sleep up to 6 people, in three bedrooms.
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