Administrator

Are you passionate about ocean conservation and sustainable seafood practices? We are looking for an engaging, dedicated and effective administrator to help the Our Seas Coalition make a real difference in protecting marine life while ensuring the livelihoods of coastal communities

Job Purpose

To provide administrative support to the Our Seas Coalition, its Campaign Manager, and its governing bodies (e.g. the Coordination Group and Campaign Steering Group), helping to ensure the smooth running of the coalition and the effective delivery of its objectives.

This will include organising meetings, preparing and circulating papers, maintaining financial records and budgets, administering payroll and payments, supporting funder reporting and grant applications, and helping to explore and establish a new legal structure for the coalition if agreed by members.

Job duties

Coalition Coordination and Meeting Support

• Organise and schedule regular meetings of the Coordination Group, Campaign Steering Group, and wider coalition forums.
• Prepare agendas and minutes, circulate papers in advance, and ensure effective reporting on agreed actions.
• Maintain up-to-date contact lists, calendars for the coalition.
• Support smooth internal communications among coalition members and working groups.

Financial and Budgetary Oversight

• Work with the Campaign Manager and Open Seas Business Support Officer to manage the campaign budget and provide regular updates to the Coordination Group.
• Track income and expenditure across coalition activities and prepare simple financial reports.
• Manage day-to-day financial administration including expenses, invoicing, payments, and payroll.

Fundraising and Grant Management

• Lead the preparation and submission of grant applications and fundraising reports.

Legal Structure and Governance Support

• Assist in research and planning around potential future legal structures for Our Seas (e.g. charitable incorporation or alternative models).
• Support any changes to Our Seas Coalition Governance arrangements.

General Administration

• Maintain filing and storage systems to ensure proper documentation of coalition work.
• Maintain and update internal policies (e.g. data protection, safeguarding, financial procedures).
• Support staff recruitment and onboarding, where needed.
• Ensure compliance with relevant regulations, including GDPR etc.

PERSON SPECIFICATION

Essential skills/experience:

• Proven experience in an administrative or coordination role, ideally within a campaigning, non-profit, or network-based organisation.
• Strong organisational skills and attention to detail, with the ability to manage multiple tasks and deadlines.
• Demonstrated experience of arranging and supporting meetings, including preparing agendas, minutes and papers.
• Experience with basic financial administration including budgets, payments and payroll.
• Experience with Quickbooks 
• Proficiency with digital tools such as spreadsheets, Google Docs, Slack, Zoom, or equivalent platforms.
• Strong written and verbal communication skills.
• Able to work independently and collaboratively as part of a small, remote team.

Desirable skills/experience:

• Familiarity with the environmental, community or marine policy sector in Scotland.
• Experience supporting grant applications and funder reporting.
• Knowledge of charity or company governance and legal structures.
• Experience supporting new organisational setup or legal registration.
• Interest in marine conservation and the aims of the Our Seas coalition.

To apply for this role please submit an up to date CV alongside a covering letter in pdf format detailing why you are most suited to this role.

Please note we will not consider applications without a covering letter.