Administration Manager

About Scotland's Charity Air Ambulance

Scotland's Charity Air Ambulance (SCAA) exists so nobody in Scotland suffers or dies because medical help cannot get there in time. People can get sick or have accidents anywhere and anytime. But in Scotland there are places where urgent medical help cannot reach people. Or help gets there too late. And when lives are at risk every minute matters. As a charity we rely on donations from the Scottish public, companies and communities to ensure that urgent medical help gets to the patient when it is needed, wherever they are and at whatever time of day.

The Role of Administration Manager

We are seeking a proactive and organised individual to join our team as Administration Manager. As Manager of a small team of administration assistants, you will play a crucial role in coordinating administrative support across our Perth and Aberdeen offices, ensuring the smooth running of the organisation by providing support across several of the charity's functions including fundraising, finance, marketing and operations.

The ideal candidate will have proven experience in a similar office or administration management role, ideally within the charity sector. They will be proactive in building positive relationships across the charity and will be confident managing projects, budgets and external suppliers. They will have experience of using CRM systems in a fundraising context, be solutions-focused and have a strong commitment to our mission.

This role will be based from our headquarters at Perth Airport, and occasional travel to our Aberdeen base will be required. SCAA supports flexible and hybrid working arrangements—our current approach typically includes two office days per week for those working on a hybrid basis. The usual hours and days of work will be Monday to Friday, 9am—5pm.

About You

Essential:

• Proven experience in administrative management or office management roles.
• Knowledge of how CRM systems operate.
• Strong understanding of data protection (GDPR), confidentiality and safeguarding requirements.
• Experience managing administrative systems, processes, and office infrastructure.
• Demonstrated ability to manage budgets, financial processes, and procurement.
• Experience supervising or line managing staff or volunteers.
• Familiarity with CRM databases, HR systems, and basic IT troubleshooting.
• Experience of working with external IT suppliers and managing contracts of this type.
• Excellent organisational and time management skills.
• Strong written and verbal communication.
• Ability to prioritise competing demands and meet deadlines.
• High level of accuracy and attention to detail.
• Confident user of Microsoft 365 (Teams, SharePoint, Outlook, Excel, Word).
• Strong problem-solving skills and initiative.
• Ability to manage sensitive information with discretion.
• Effective decision making and ability to work independently.
• Adaptable.

Desirable:

• Experience working in a charity, nonprofit, or values driven organisation.
• Experience of providing administrative support to a team of active and busy fundraisers.
• Knowledge of the requirements to deliver PCI compliance.
• Health & Safety knowledge, including risk assessments or trained Fire/First Aid certification.
• Experience developing or improving administrative systems.
• Experience managing suppliers and contracts.
• Experience of Donorflex.
• Project management experience or relevant certification.
• Advanced Excel or database skills.
• Ability to deliver training to staff or volunteers on processes or systems.
• Hard working and goal orientated.

Our Benefits

• Pension: 12% employer’s & 5% employee’s contribution (after 3 months’ service)
• Annual Leave: 36 days (incl. public holidays) + an extra day for your birthday (and additional days with long service)
• Death in Service benefit: 3 times annual salary
• Optional Private Medical Insurance plan and Cashplan
• Employee Assistance Programme
• Enhanced Maternity/Adoption/Paternity Pay
• Access to Blue Light Card
• Learning and Development Opportunities
• Hybrid Working (minimum 2 days per week in the office)

Selection Process

Interviews will take place at our base at Perth Airport in Scone during the week commencing the 30th March 2026.

How to Apply

Please refer to the full job pack on our website.

Application deadline is 5pm on Monday 16th March 2026.

Key skills/competency

• Administrative Management
• Office Management
• CRM Systems
• Data Protection (GDPR)
• Budget Management
• IT Troubleshooting
• Microsoft 365 Proficiency
• Team Leadership
• Supplier Management
• Project Coordination