Vacancy: Early Years Operations Administrator

Are you an experienced office administrator with an interest in children’s literature and early years development? We are looking to recruit an Early Years Operations Administrator to support with the operational aspects of our Early Years programmes.

About the role

Job title: Early Years Operations Administrator

Contract: Fixed term, until end March 2025

Salary: Grade 2, salary band £21,850–£24,999

Hours of work: Full-time (35 hours per week)

Closing date: 28 July 2024

Location: Flexible hybrid working between home and our Edinburgh City Centre office

Benefits

• Generous holiday entitlement
• Company sick pay
• Pension with additional 5% employer contributions
• Death in service benefit
• Free access to employee assistance programme

About the job

This is an excellent opportunity for you to support Scottish Book Trust as an Operations Administrator. The position offers flexible full-time working within our Early Years Team.

The Early Years team 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 this Early Years programme, with a particular focus on operational aspects.

Download the recruitment pack

Key responsibilities

Operations and logistics

• Compiling quarterly Bookbug bag delivery spreadsheets, liaising with SBT’s distribution company and Bookbug Co-ordinators/NHS contacts
• Compiling annual Primary 1 Bag delivery spreadsheet and liaising with P1 contacts
• Regularly check quantities on our distribution company’s online stock tracking system
• 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 annual book selection process for Bookbug Bags and P1 Bags (including arranging publisher meetings; processing submitted titles; communicating with selection panel; working with Schools team to arrange school visits)
• Co-ordinating mailings (e.g. Explorer Resource Kits to EY settings)
• Administrating distribution for specific projects e.g. antenatal and neonatal provision
• Cross-check monthly invoices for Dolly Parton Imagination Library figures
• Gather onward distribution statistics from local authorities and assist Early Years Operations Manager to analyse and follow-up
• Gather central stores stocktake numbers from local authorities and NHS boards

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 shared responsibility for 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 monthly Co-ordinator email and providing updates on the Co-ordinator LMS
• Preparing Annual Partnership agreements for local authorities and NHS boards, sending out and monitoring return of signed agreements
• Occasional attendance at local authority Steering Groups to provide updates from the Operations team
• Minute-taking at internal and external meetings where necessary, including typing up and dissemination
• Booking venues and catering
• Assisting with organisation of one-off Bookbug events
• Assisting EY Communications & Events Manager with Bookbug Week local programme activity, including administration of funding pots
• Creating content for the Scottish Book Trust Website as appropriate e.g. articles and book lists
• 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

You will have/be:

• 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 successful candidate must be willing to travel throughout Scotland, on occasion. The role also includes an annual trip to London to meet with publishers in January/February 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.

How to apply

Step 1: Download and complete our application forms

We do not accept CVs. To apply for this role, please complete our application form and equal opportunity form.

Download application form

Download equal opportunities form

Step 2: Upload your completed forms to our recruitment portal

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Add your contact information.

Click 'next' when you are ready to upload your documents.

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Upload (or drag and drop) the files and click 'Upload' after each document.

When both documents are uploaded, submit your application.

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If you have any difficulties applying or queries regarding this post, you can request support by emailing [email protected](this link will open in a new window).You can find more information about our organisation and our values.