Advertised from 20 June 2025

Role

Introduction

The Society is looking for a new Fellowship and Administration Officer to help grow our flourishing global network and support our busy programme of public and Fellows-only events.

Job Description

The Fellowship and Administration Officer is the main point of contact for Society Fellows, applicants and general enquiries. They administer and update records in the Society’s database and support the delivery of the Society’s annual programme of in-person, online and hybrid events. They also undertake general office administration. 

Role: Fellowship and Administration Officer, full-time, permanent. 

Location: All staff are required to work from the Society’s office at the National Museum of Scotland in Edinburgh at least 40% of their working week. Employees starting in a new role will be required to work from the office more regularly in the first few weeks. 

Reports to: Fellowship and Development Manager. 

Probation: There will be a probationary period during which time your skills and suitability for the post will be assessed. 

Main Responsibilities 

• Main point of contact for Society Fellows, prospective Fellows and general enquiries by telephone, email, letters and in-person 

• Supports the membership journey from application through to election 

• Contributes to the administration of the Society’s database 

• Contributes to the delivery of the Society’s programme of events 

• Undertakes general office administration 

Person Specification

Requirements – essential 

• Demonstrable experience of working independently and flexibly in a busy office for a membership-based organisation or similar 

• Demonstrable experience supporting the delivery of successful events (e.g. venue hire, liaising with speakers, and arranging travel and accommodation) 

• Excellent organisational and time-management skills with ability to prioritise workload to meet deadlines and to work on own initiative 

• IT literate, particularly with regards to membership databases, Office 365, Zoom, Eventbrite and Mailchimp, and open to learning new digital skills 

• Excellent written and verbal communication skills 

• High standard of accuracy with close attention to detail 

• Strong problem-solving skills 

• Ability to work flexibly, including occasional weekend and out-of-hours work 

Requirements – desirable 

• Experience of MS Dynamics-based membership databases 

• Experience of website content and event management systems 

• Video recording and editing skills 

• Strong relationship-building skills 

Main Tasks

Fellowship 

• Main point of contact with Society Fellows, prospective Fellows and general enquiries by telephone, email, letters and in-person 

• Assists with application, membership and subscription queries, processes Fellowship applications and sends welcome packs to new Fellows 

• Assists Fellows with website login access and event bookings 

• Administers and updates database records and provides reports from the database (e.g. mailing lists for sending the Newsletter and other printed items to Fellows) 

Administration 

• General office administration, including meeting room bookings, arranging travel and accommodation for Trustees, printing meeting papers and mailings 

• Monitors the Society’s main email inboxes (events@, fellowship@, info@), responding to queries or forwarding to others as appropriate 

• Assists the Finance Manager with Standing Orders, Direct Debits and Gift Aid, and various mailings 

• Supports operational delivery of Society events, including Eventbrite, venue hire, liaising with speakers, and arranging travel and accommodation 

• Attends Society events, helps run the tech desk to livestream and record events, and helps with editing and uploading of video recordings as required (training will be provided) 

• Contributes to internal quarterly reports on Fellowship and events 

• Processes merchandise orders 

• Other reasonable tasks as required and mutually agreed with Line Manager

Application notes

Further Information 

www.socantscot.org/news/work-with-us-fellowship-and-administration-officer/ 

For further information on the post please contact the Fellowship and Development Manager, Andrea Kaszewski, at andrea@socantscot.org 

The Society of Antiquaries of Scotland is dedicated to meeting the aims and commitments set out in its equality policy. This includes not discriminating under the Equality Act 2010 and building an accurate picture of the make-up of the workforce in encouraging equality and diversity. Please help us by filling in the Equalities Monitoring Form, a link will be emailed to you with receipt of your application. Filling in this form is voluntary and the results are anonymous and not used in the recruitment process.

About the Society of Antiquaries of Scotland  

The Society of Antiquaries of Scotland is a heritage charity (SC010440) with global membership providing expertise, support and resources to enhance and promote the understanding and enjoyment of Scotland’s past. The Society has been around for over 240 years, with its first publication dating to 1792.