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Closed for Applications

Early Years Outreach Administrator

Salary: Grade 2: £18,500 - 20,999
Reports to: Early Years Outreach Manager
Full Time, Permanent

Job Summary

Scottish Book Trust's (SBT) Early Years programme delivers Bookbug, Scotland's national book gifting programme, providing free, high-quality book bags to every baby, toddler, three-year-old and P1 child in the country. Supporting the book-gifting programme, our outreach work aims to support vulnerable families to access the benefits of Bookbug, by training a range of staff and third sector volunteers across all 32 local authorities in Scotland to incorporate elements of Bookbug into their work.

The Early Years Outreach Administrator plays a key role in ensuring the successful delivery of the Bookbug Outreach Programme by providing reliable and efficient administrative support to the Early Years Outreach Manager and Co-ordinator.

Key Responsibilities

  • In collaboration with the Early Years Outreach Manager, plan and manage the steering groups' meeting schedule
  • Provide administrative support to steering groups meetings, including related correspondence, minute taking and other follow-up work
  • Produce insightful and informative training updates for presentation at steering group meetings and dissemination to the group
  • Support the Outreach Manager in setting up other external meetings
  • Assist the Outreach Manager and Co-ordinator with a range of administrative tasks across the programme including:
    • mailing out resources, programme information and web links
    • dealing with basic-level programme enquiries
    • organising incentives for case studies


  • Review Bookbug for the Home written reports, highlighting positive/constructive feedback and bring to bi-weekly team meetings
  • Ensure relevant information is shared with Early Years Programme Development Manager
  • Forward information regarding possible case studies to Outreach Co-ordinator for follow-up
  • Monitor feedback from trainees, trainers, steering groups and other external contacts
  • Send monthly trainee data updates to local Bookbug Co-ordinators
  • Compile bi-annual summaries of the shared practice reports for dissemination to steering group members
  • Research and contact new organisations who may benefit from training and liaise with the Early Years Training Administrator for follow-up
  • Follow up opportunities to promote the Outreach Training Programme in relevant newsletters or publications (both print and online), in collaboration with the Press Officer as appropriate

Bookbug Programme

  • Shared responsibility for monitoring and answering general enquiries from the Bookbug Inbox with Operations Administrators and Training Administrator
  • Correspond with local Bookbug Co-ordinators to obtain information required to support the programme
  • Co-ordinate and support attendance at external events to promote Outreach
  • Be main point of contact for Early Years Music and Story Specialists (EYMSS) and keep them up-to-date on programme developments, including any upcoming projects which may require their involvement
  • Provide administrative and marketing support for Bookbug sessions taking place at shopping centres:
    • Develop relationships with shopping centres and other external venues
    • Work with Print & Marketing Co-ordinator to design and print shopping centre marketing materials
    • Research and form relationships with relevant local groups (such as Parent & Toddler groups) to promote shopping centre sessions
  • Represent the Bookbug programme as appropriate at conferences, network meetings and events


Skills and Experience

  • An experienced office administrator, including minute-taking
  • Excellent communication skills, both written and verbal
  • Experience of managing effective external relationship and contacts and comfortable representing the organisation externally
  • Highly competent IT skills – particularly confident with Microsoft Office
  • Familiarity with databases, handling and analysing data
  • Ability to research, produce and present written and verbal reports
  • Excellent organisational and time-management skills, with the ability to work with multiple priorities
  • Ability to work as part of a team and across teams, as well as the ability to self-motivate
  • A friendly and approachable manner, taking a pride in working to high standards
  • An interest in literature and the early years development


Other information

The post involves occasional travel within Scotland and out-of-office-hours work from time to time, including occasional evenings and weekends.

Closing date for applications: Midday, Monday 11 July 2016

Interview date: Monday 18 July 2016


How to apply

To apply for this post please complete a Scottish Book Trust Application Form along with the Equal Opportunities form and email them to  

For further information, please contact, or call 0131 524 0160