Vacancy: Finance and Administrative Worker

Vacancy: Finance and Administrative Worker at Scottish PEN. Help us defend free expression in Scotland and around the world. Deadline: 15th February 2019

Scottish PEN is seeking a capable finance and administration worker to support our busy staff team working to protect the rights of writers both in Scotland and around the world, and defend free expression for all. This role will help Scottish PEN deliver its campaigns and ensure effective day-to-day running of the organisation.

Are you interested in human rights and supporting Scotland-based writers? Do you have experience managing the day-to-day financial and administrative responsibilities of a charity or campaign group? Are you interested in contributing to Scottish PEN’s work?

Deadline: 17:00, 15th February 2019

Responsible to: The Project Manager

Working Patterns

This post can be carried out either via a working pattern of 7 hours every two weeks or 3.5 hours every week. The role is based at the Scottish PEN office in central Edinburgh, although working from home is an option and can be negotiated.


This post is advertised at NCVA NJC Spine 15 pro rata based on £17,972 p.a. FT.  Freelance applicants welcome, rate negotiable.

Please apply by email (subject line: JOB APPLICATION _ NAME) to info[at] with a CV and a short cover letter (max. 500 words) detailing your interest in this position and outlining why you feel you’d be a good candidate. Please do not submit PDFs – we anonymise all applications and Word Documents make this easier.

Interviews will be conducted in Edinburgh on 28th February at the Scottish PEN office or remotely via video call if you are unable to make it to the office. Please note, due to accessibility issues at the Writer’s Museum, the Scottish PEN office is not accessible to people with mobility issues. We would be happy to organise a video interview via Skype or host the interview in a different location to support any applicant shortlisted for an interview.

Job Description


  • To ensure smooth running of the financial and administrative requirements of the organisation
  • To support the work of the Project Manager and Scottish PEN staff team administratively and practically, in a range of projects and campaigns
  • To support the work of Scottish PEN Membership Secretary, Treasurer and Finance Committee, as well as offering broader support when necessary to the board of trustees

Duties / Responsibilities

  • Work as part of the existing Scottish PEN team of staff and freelancers
  • Maintain accurate accounting records and reconcile bank statements
  • Produce accurate monthly financial statements showing income and expenditure against cash flow and budgets
  • Process payroll for small staff team using HMRC Basic Tools for Payroll
  • Support fundraising activities and applications
  • Liaise with the organisation’s appointed independent examiner as required for year-end account processing
  • Complete year-end submissions to OSCR and process Gift-Aid claims
  • Process purchase payments through organisation’s bank website
  • Support membership secretary to process membership applications and maintain membership records
  • Responding to phone and email enquiries

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