Role Responsibilities

OFFICE AND FINANCIAL ADMINISTRATION

• Manage day-to-day office functions, including liaising with external suppliers (telecoms, IT, printing, maintenance, stationery) to ensure high-quality and cost-effective service delivery.

• Use Xero accounting software and Paypal to process invoices and payments and maintain accurate financial records.

• Monitor funding instalments, budgets and reporting deadlines.

• Provide financial summaries and reports to colleagues and funders.

• Work with external auditors to oversee audit preparation.

HUMAN RESOURCES ADMINISTRATION

• Administer HR processes such as contract preparation, staff handbook updates, and annual leave tracking.

• Maintain accurate personnel records and ensure confidentiality and compliance with relevant policies.

COMMUNICATIONS AND REPORTING

• Respond professionally and knowledgeably to external enquiries from the music sector and the wider public.

• Support the production of reports, website communications and social media using tools such as MS Word, Excel, Squarespace, and Canva.

EVENTS AND MEETING COORDINATION

• Organise and manage meetings, seminars, and small-scale events held in our foyer space, working with SMC staff, sector partners, and external organisations.

• Assist the Executive Director and Company Secretary in the preparation and smooth running of quarterly board meetings.

• Oversee logistics, catering, materials, and foyer bookings.

Skills & Experience

ESSENTIAL

• Demonstrable experience in an office management role, including managing relationships with a range of external service providers (e.g., telecoms, IT, maintenance).

• A qualification in bookkeeping and/or a demonstrable working knowledge of Xero accounting software.

• Proficiency and adaptability in using digital platforms for administration, communication, and design (e.g., MS Office, Xero, Squarespace, Canva).

• Experience of managing staff annual leave.

• Excellent organisational and time management skills; ability to prioritise workload and manage multiple tasks independently.

• Confident and professional written and oral communication skills, including proven experience in producing detailed written reports and financial summaries.

• Concrete experience in a people-facing role - calm, reliable, and confident in interactions with the general public and a wide range of creatives.

DESIRABLE

• An interest in music and culture

• Experience of fundraising within third sector arts organisations.

• Experience of organising meetings, workshops, or small public events.

• Educated to degree level or equivalent.

• Willingness to represent the Centre at sector events, meetings, and conferences if required.

• A basic knowledge of First Aid and Health and Safety regulations.

• Knowledge of UK data protection regulations (e.g., GDPR) and best practices for handling confidential information.

How to apply

Complete the form at the bottom of this page

You will see a “form submitted successfully” message - if you do not see this message, try again or contact us via the website.

Attach a cover letter (maximum 2 A4 pages) outlining how you meet our person specification, plus your CV (maximum 2 A4 pages). 

Alternatively, by post to:

Gill Maxwell, Executive Director
Scottish Music Centre
City Halls
Candleriggs
Glasgow
G1 1NQ

Deadline

Thursday 21st August at 6pm

Interviews

Interviews will be held week commencing 25th August by arrangement with shortlisted candidates and may be in person or online.

Access

As an Equal Opportunities employer we welcome applications from under-represented groups.

Scottish Music Centre is based on the ground floor of the City Halls: for details of the building accessibility please visit:  https://www.glasgowlife.org.uk/arts-music-and-culture/venues/old-fruitmarket