Early Years Operations Administrator

Thank you for your interest in joining our team. Scottish Book Trust is committed to promoting equality, diversity and inclusion and welcomes applications from all sectors of the community.

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Job title: Early Years Operations Administrator

Contract type: Full time, permanent

Salary: Grade 2 (£19,000 - £21,499)

Closing date: Monday 22 March, 9am

Interview date: Wednesday 31 March

Job Summary

Scottish Book Trust's Early Years programme delivers Bookbug, Scotland's national book gifting programme, providing a free, high quality, book bag for every baby, toddler, three-year-old and P1 child in the country.

The Early Years Operations Administrator provides reliable and efficient administration to support the smooth running of the Early Years programme, with a particular focus on operational aspects.

Key Responsibilities

Operations and logistics

• Co-ordinating bag distribution including checking and filing of monthly stock records from Scottish Book Trust's distribution company
• Compiling quarterly bag delivery spreadsheets, liaising with Scottish Book Trust's distribution company and Bookbug Co-ordinators
• Compiling annual Primary 1 Bag delivery spreadsheet and liaising with P1 contacts
• Co-ordinating resource requests from Bookbug Co-ordinators
• Co-ordinating overstock of Early Years books and being main point of contact for book donations
• Co-ordinating book selection process for Bookbug Bags (including arranging publisher meetings; processing submitted titles; communicating with selection panel)

General

• Helping to evidence the impact of the Bookbug Programme by gathering audience statistics at given points through the year
• Being the first point of contact for all Early Years operations enquiries and jointly managing the Bookbug inbox
• Ensuring all Early Years information and contacts on the Scottish Book Trust CRM are accurate and up to date and running reports when required
• Co-ordinating Early Years mailings, including fortnightly co-ordinator email
• Preparing Annual Partnership agreements for local authorities and NHS boards, sending out and monitoring return of signed agreements
• Minute-taking at internal and external meetings where necessary, including typing up and dissemination
• Booking venues and catering when necessary
• Assisting with the organisation of one-off Bookbug events
• Creating content for the Scottish Book Trust Website as appropriate
• Creating content for social media when required
• Securing permissions from publishers e.g. for sharing content online
• Representing the Bookbug programme when necessary at conferences, network meetings and events

Skills & Experience

• An experienced office administrator
• Excellent attention to detail
• Excellent communication skills – written and oral
• First-rate IT skills including confident use of all Microsoft Office software especially Excel
• Familiarity with databases and confident with information management and mail merging
• Excellent organisational skills and time management, with the ability to manage multiple priorities to meet challenging deadlines
• Ability to work as part of a team and to self-motivate
• Interest in and knowledge of children's literature and early years learning and development
• Interest in blog writing and book-reviewing desirable

Other Information

The post is based at Scottish Book Trust offices in Edinburgh – the role will be working remotely during current restrictions.

Must be willing to travel throughout Scotland on occasion and to work out of office hours from time to time, as required, including occasional evenings and weekends.

Appointment will be conditional on securing basic clearance from Disclosure Scotland.