Administrative Assistant
- Full time
- £25,000
- Hybrid: 2-3 days per week required in the Edinburgh office (including Tuesday)
- Closing 10th August 2026
- Advertised from 14th July 2026
- 35 Hours per week, Monday - Friday
Role
We are seeking a highly motivated and capable Administrative Assistant to support the Senior Leadership Team (SLT), Executive Team, and wider organisation across a range of administrative responsibilities.
This role plays a key part in ensuring smooth day-to-day operations across the organisation, including diary management, meeting support, arranging travel and accommodation, and inbox coordination. The position reports to the EA and provides reliable backup to the Executive and Senior Leadership Teams.
The ideal candidate will be highly organised, an efficient note-taker, and a confident communicator with strong people skills and the ability to balance multiple tasks effectively. The role requires a proactive individual who can use their initiative to identify needs, solve problems, and drive tasks forward. You will work closely with the Executive Assistant (EA) to the CEO and COO, so strong communication, attention to detail, proactivity, and teamwork are essential. We also place great importance on strong interpersonal skills, eagerness to learn, and the right cultural fit.
A full Job Description is available for download below.
About the Veterans' Foundation
Founded in 2016, the Veterans’ Foundation is a grant-giving charity dedicated to serving veterans and their communities across the UK. We back the people and organisations that understand and respond to the challenges facing veterans, their families, and their communities.
From national charities to local community initiatives, we support projects addressing key issues such as mental health, housing and community-based support. Together, we listen to veterans and help make an active difference in their lives.
As a grant-giving organisation, we are rigorous in the projects we invest in, partnering strategically and measuring outcomes for veterans and their communities. To date we have awarded nearly £40 million in grants.
The Veterans’ Lottery, the UK’s largest single-cause lottery, remains the main source of funding for the Foundation’s grants programme.
Application notes
Please email your CV and a Covering Letter outlining how your skills and experience align with the requirements of the role to careers@veteransfoundation.org.uk by 17:00 on Monday 10th August 2026.
Please note, you will not receive an update on the status of your application until after the closing date.
Closing Date: 17:00 Monday 10th August 2026
Interviews: w/c 24th August 2026
Downloads
Purpose of Role
Working with the Finance Manager to support all aspects of the day-to-day financial management of the charity, and supporting the Executive Team, the Grants Team and the Fundraising Team with financial matters where necessary.
The Veterans’ Foundation (VF) is an independent grant-making charitable foundation. The VF has established a substantial grants programme to support charities and organisations in the UK that provide charitable support to those in need among serving armed forces personnel, veterans, operationally qualified seafarers and their immediate families.
At the Veterans’ Foundation, we believe that those who have served should never be left behind. Over the past ten years, we have raised more than £34 million and funded hundreds of organisations across the UK, supporting veterans, serving personnel and their families with the challenges they face — from mental health and housing to community and connection.
Principal Duties
The main duties of the Finance Assistant are:
- Take responsibility for basic finance functions including the recording of data and bank reconciliations, using the XERO accounting system
- Manage the VF Finance inbox, dealing with queries and correspondence
- Bank and record cheques received and deal with paper bank statements and other paper correspondence for the finance team
- Process invoices, staff expenses and requests for payment, ensuring associated accounting records and the VF’s filing system are updated accordingly
- Producing, submitting and allocating regular Gift Aid claims to HMRC
- Ensure electronic filing is kept accurate and up to date
- Set-up online bank payments for weekly invoice and expenses payment runs
- Collate monthly payroll information and liaise with (outsourced) payroll provider
- Create basic month end journals
- Assist as required with Management Accounts production, budgeting and forecasting and with the production of annual financial statements
- Work with the Grants team to ensure all grant payments are paid correctly and on time. This will include setting up the payments, confirming their safe receipt and ensuring the grants information in the accounting system (Xero) matches the information in the grants system (Salesforce)
- Work with fundraising and finance colleagues to record and monitor income and expenditure relating to donations and fundraising activities; assist with Gift Aid claims as required
- Work with the External Lottery Manager and the Finance team to monitor the Veterans’ Lottery income and expenditure. This includes reconciliation of lottery income, monitoring attrition, reviewing invoices and data provided by the External Lottery Manager
- Support the team with the production of annual financial statements and the financial audit as required
- Support with external regulatory requirements e.g. from the Gambling Commission or Charity Commission, as required
General Responsibilities
- Offer support for the work of the VF generally, including cover for other members of the team ensuring that the work of the VF can continue effectively and without interruption
- Represent the VF in a way that is consistent with its values and philosophy
- Contribute to effective team working by sharing information and skills including at weekly team meetings, and by supporting colleagues
Person Specification
- At least one year’s experience in a similar role; an interest in gaining accounting qualifications advantageous
- Experienced in posting and managing accounting records with minimal supervision
- Knowledge and experience in working with Xero or similar accounting software
- Knowledge and experience in working with Salesforce or similar databases
- Excellent IT skills including Excel and Word (including familiarity with functions such as lookup and sumif)
- High standards of numeracy, accuracy and attention to detail
- The ability to prioritise workload and meet deadlines
- Ability to work both independently and as part of a team
- Willingness to work flexibly in response to the needs of the VF
The Hibernian Community Foundation is looking to appoint a passionate and driven Safeguarding and Youth Lead to support the team in making sure HCF remains inclusive, responsive and safe. The successful candidate will oversee and manage our Safeguarding processes working with our Heads of Service/staff and liaise with our partner agencies, participants and families.
The post will also include some time co-designing and delivering youth-focused community programmes that reflect the needs, aspirations and lived experiences of young people.
The Operations Support Assistant provides in person customer focused support to ensure the smooth running of daily operation activities. Physically based within the services, the position required interactions with a wide variety of stakeholders, both internal and external, and affords the opportunity to directly see and experience the impact out services make in the livers of those we support.
The role contributes to efficient service delivery by managing diaries and events, responding to enquiries, maintaining accurate records, and supporting finance and procurement processes.
As well as in-person support to the service in which the role is based, the position is part of a team collaborating to provide support across the whole organisation.
About us
For more than 230 years we've been supporting and empowering people with sight loss to live fulfilling lives. We’re proud of what we’ve achieved, but we want to do more. We will build on our rich history to create an organisation which is prepared for the future, and ready to respond to the needs of people impacted by vision loss.
Our vision is bold. We want to be at the leading edge of positive societal change by:
- Investing our funds in the support that makes the biggest difference
- Putting our community at the heart of what we do
- Campaigning for change
- Accelerating prevention and treatment of eye conditions
- Fostering a collaborative culture of innovation and learning
We're determined that no-one should face sight loss alone. We're committed to improving, diversifying and growing our services to make sure we can reach many more people with sight loss - when and where they need us.
Our organisational values - Transform, Unite and Thrive - underpin all the work we do at Sight Scotland and Sight Scotland Veterans.
Benefits
- Generous employee pension scheme
- Learning and Development opportunities
- Employee assistance programme
- Discounted cinema tickets
- Discounts for carers
The Operations Support Assistant provides in person customer focused support to ensure the smooth running of daily operation activities. Physically based within the services, the position required interactions with a wide variety of stakeholders, both internal and external, and affords the opportunity to directly see and experience the impact out services make in the livers of those we support.
The role contributes to efficient service delivery by managing diaries and events, responding to enquiries, maintaining accurate records, and supporting finance and procurement processes.
As well as in-person support to the service in which the role is based, the position is part of a team collaborating to provide support across the whole organisation.
About us
For more than 230 years we've been supporting and empowering people with sight loss to live fulfilling lives. We’re proud of what we’ve achieved, but we want to do more. We will build on our rich history to create an organisation which is prepared for the future, and ready to respond to the needs of people impacted by vision loss.
Our vision is bold. We want to be at the leading edge of positive societal change by:
- Investing our funds in the support that makes the biggest difference
- Putting our community at the heart of what we do
- Campaigning for change
- Accelerating prevention and treatment of eye conditions
- Fostering a collaborative culture of innovation and learning
We're determined that no-one should face sight loss alone. We're committed to improving, diversifying and growing our services to make sure we can reach many more people with sight loss - when and where they need us.
Our organisational values - Transform, Unite and Thrive - underpin all the work we do at Sight Scotland and Sight Scotland Veterans.
Benefits
- Generous employee pension scheme
- Learning and Development opportunities
- Employee assistance programme
- Discounted cinema tickets
- Discounts for carers
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