Donate

Join our Team

5 June 2024

An opportunity has arisen to join our team in delivering the exciting and important activities of the Swan Trust SCIO - preserving Shetland's maritime heritage and the valuable sail training skills and experience.

Interested candidates should consider the job profile below and submit an application as detailed in the notes section at the end.

Swan Trust - Administration Assistant Job Profile

The main role of the Swan Trust Administration Assistant is to respond to public and agency enquiries and oversee bookings on the boat, including charters and public trips.

Additional activities outside of the main sailing season will cover other administrative tasks and may vary.

This role will require around 10 hours per week with the successful candidate expected to be available during the day, Monday to Friday, for at least one hour per day to monitor the email inbox. Working hours can be flexible and spread over the week, to suit the individual and level of work required. Hours can also be worked on a flexi-time basis from week to week provided all required tasks are completed.

Pay Rate: £15.00 per hour (paid monthly)

Key Tasks

  • Daily check of email inbox and respond to queries or pass on to other staff or Trustees as required.
  • Maintain accurate records of bookings for all trips (January to September):
    • Send and process booking forms for individuals on receipt of booking enquiries.
    • Share passenger details securely with Skipper prior to each trip.
    • Coordinate School Group visit timings and numbers.
    • Send payment requests and check with Finance Assistant that payment is made to update passenger record.
  • Take accurate minutes at Trustee meetings and distribute meeting papers prior to monthly meetings (evening work required once a month).
  • Enter data to Volunteer database (when developed).
  • Data entry from ship’s Logbook.
  • Assist as required with diary planning.
  • Issuing supplied newsletters and mailshots through Mailchimp.
  • Adding content to social media channels and updating website as instructed.
  • Participate in relevant committee sub groups to support Trustees and other staff.

Person Specification

Essential

Desirable

  • Excellent communication skills
  • Experience of using Microsoft programmes
  • Minute taking
  • Understanding of client confidentiality practices
  • Attention to detail
  • Ability to work on own initiative
  • Background knowledge of Swan or experience on board
  • Experience of website content management systems
  • Experience of professional social media posting

Notes

Applicants should note that a separate Finance Assistant role is available for an additional 20 hours per month. This role could be linked for the right candidate. Details available from [email protected].

To apply, please provide a cover letter detailing your experience as it relates to the post and why you are applying for the role. A current CV should also be submitted along with the letter.

For further questions or information please contact [email protected] or call Emma Miller on 07753 806095.

Closing date for applications: Friday 21st June 2024

Interviews will be held week commencing 1st July.

Image by Nick McCaffrey, Southspear Media

Volunteer

Want to get involved in maintaining and operating a traditional wooden sailing vessel? There are a number of different ways you can volunteer to safeguard, care for and sail this unique heritage asset.

Learn more

Latest Posts

An opportunity has arisen to join our team in delivering the exciting and important activities of the Swan Trust SCIO - preserving Shetland's maritime heritage and the valuable sail training skills and experience.

Read More

The Swan crew teamed up with the Aith Lifeboat team last night for a towing training exercise in the waters around Aith.

Read More