Image credit: Neil Hanna

The Society is looking for a new member of staff to deliver its financial, HR and operational workflows following the retirement of the current Finance Manager. This role provides essential day-to-day support across finance, HR administration and organisational operations, ensuring accurate transaction processing, efficient workflows and reliable coordination across departments.

The Finance and Operations Officer is responsible for day-to-day financial processing, HR administration and operational coordination. The role ensures accurate financial records, smooth administrative processes and effective support for staff across the Society. The postholder works closely with the Finance Manager to maintain strong financial controls, support compliance, and contribute to the efficient running of the organisation.

The Finance and Operations Officer liaises with all areas of the Society and helps provide reports and documentation to the Finance, Audit and Risk Committee and Council. They are line managed by the Finance Manager.

Role: Finance and Operations Officer – part-time, permanent

Salary: £29,200 per annum pro rata

Pension: 10% pension contribution by the employer

Hours: 20 hours per week with 10am to 2pm core hours although some flexible daytime working hours Monday to Friday is possible, with occasional evening and weekend work required with time off in lieu (TOIL) provided

Location: Hybrid at-home and in-person working based at the Society’s office at the National Museum of Scotland in Edinburgh. However, as there are several flights of stairs up to the Society offices, we are happy to explore different ways of working.

Reports to: Finance Manager

Probation: Four-month probationary period during which time your skills and suitability for the post will be assessed

Main Responsibilities

1. Financial Processing

• Process purchase invoices, staff expenses, credit card transactions and supplier payments.
• Manage Society credit cards and bank accounts under the oversight of the Finance Manager.
• Deposit payments (sterling and dollars) and maintain accurate financial records.
• Prepare payment runs and upload payment files in line with dual authorisation procedures.
• Support monthly reconciliations (bank, Stripe, PayPal, Direct Debits, Standing Orders).
• Input financial data into Sage, including investment movements and dividends.
• Run routine financial reports and provide data to the Finance Manager as required.

2. HR Administration

• Manage timesheet collation, leave management updates and staff HR records.
• Support recruitment administration, onboarding documentation and induction scheduling.
• Maintain digital HR files and ensure compliance with HR policies and GDPR.
• Provide administrative support for outsourced payroll (data collation, timesheet checks, staff changes).

3. Operational Coordination

• Provide administrative support across finance and operations, including digital filing and workflow management.
• Coordinate suppliers, contracts and office operations.
• Maintain inventories of finance supplies, equipment and subscriptions.
• Support donor stewardship processes including donation acknowledgements.
• Assist with facilities-related tasks and liaise with contractors and service providers.

4. Month End and Reporting Support

• Prepare month end schedules and documentation for review by the Finance Manager.
• Run routine reports from Sage, S360 and CRM systems.
• Collate receipts and documentation for restricted fund reporting.
• Support project managers with financial documentation required for funder reports.

5. Systems and Data Management

• Maintain accurate data across S360, Sage and the fundraising CRM.
• Support digitisation initiatives and workflow automation.
• Assist with system improvements, testing and implementation of new digital tools.
• Ensure data integrity and compliance with GDPR requirements.

6. Customer Service and Internal Support

• Provide responsive support to staff across departments.
• Act as first point of contact for routine finance, HR and operational queries.
• Support internal communications relating to finance, HR and operations.

7. General Responsibilities

• Maintain confidentiality and comply with GDPR and data protection legislation.
• Demonstrate a commitment to the values, mission and ethos of the Society.
• Contribute to ongoing improvement of financial, HR and operational systems.
• Undertake any other reasonable duties consistent with the role and agreed with the Finance Manager.

Person Specification

Essential

• Demonstrable experience of finance administration, including working with Sage or similar accounting software.
• Experience processing invoices, expenses, payments, reconciliations and income.
• Experience maintaining accurate financial records and supporting routine financial reporting.
• Experience providing HR administrative support (timesheets, leave management, staff records).
• Experience providing operational or administrative support in a busy office environment.
• Membership database skills (e.g. S360).
• Excellent interpersonal skills.
• Proactive and analytical approach to problem solving.
• Strong team player with capacity to work collaboratively and independently.
• Ability to follow procedures, maintain audit trails and ensure compliance.
• Strong IT literacy including Sage, CRM systems, Excel and digital workflow tools.

Desirable

• Experience working independently, creatively and flexibly in a small team.
• Knowledge of the Society and the Scottish heritage sector.
• Entrepreneurial outlook.
• Experience communicating effectively with a variety of stakeholders.
• Experience processing Direct Debits, Standing Orders or Gift Aid.
• Experience supporting donor stewardship or membership administration.
• Experience supporting payroll processes or liaising with external payroll providers.
• Experience working in a heritage, cultural or membership-based organisation.
• Knowledge of charity finance law, SORP and internal controls.

How to Apply

Please submit a CV and a covering letter outlining how your experience, skills and knowledge meet the requirements (covering letter to be no more than two sides of A4) by the closing date to the Director, Dr Simon Gilmour FSAScot, at director@socantscot.org.

Closing date: 11:59pm (UK time) on 27 September 2026

Shortlisted candidates will be interviewed in person in Edinburgh or online via Zoom on 12 October 2026. Reasonable travel expenses can be claimed.

Applicants who are not shortlisted will be informed but unfortunately, no detailed feedback will be possible.

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 are not used in the recruitment process.

Further Information

For further information, please read the Finance and Operations Officer – Full Job Description or contact the Director, Dr Simon Gilmour FSAScot, at director@socantscot.org.