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Working at the SFHA

We are a small, energetic team of people with various skills in public affairs (housing policy, research and media); commercial activities (events management, membership, design); and corporate services (finance, facilities, HR, IT and administration).

We employ people who are committed to the contribution that housing associations make to our communities.  

Members are at the heart of everything we do. This is what enables the SFHA to be an effective voice and advocate for Scotland’s housing sector, exercising influence and providing support. 

Everyone is encouraged to perform to the highest standard possible. We have a learning and development programme for staff which encourages all staff to increase their confidence, knowledge and skills. We employ a Modern Apprentice and offer internships from time to time. 

We are a Living Wage employer, and we are accredited by Investors in People. 

Employees of the SFHA are entitled to a range of benefits. 

  • Childcare Vouchers
  • Company Pension Scheme
  • Flexible Working Hours
  • Season Ticket Loan Scheme

Current Vacancies

Design Co-ordinator

Glasgow

££26,095 per year

The Design Co-ordinator plays a key role in SFHA’s success by maintaining and developing a consistent and modern brand with a social conscious.

As a membership organisation the Scottish Federation of Housing Associations must be seen as a leader in the Scottish housing sector and well respected by a wider network of partners and stakeholders. A key component of our representation is to ensure the visual identity of our organisation is always reproduced at the highest standard across all platforms including online, digital, social media channels, print and events.

The role will have responsibility for co-ordinating all design outputs and projects ensuring they are delivered to a high standard, on time and efficiently. The role will involve supporting and collaborating with each team and individuals across the business to effectively achieve priorities linked to the SFHA Strategy 2021–24: Shaping our futures together.

Working closely with the Digital and Design Manager, the Design Co-ordinator will be a pivotal role in helping to influence, shape and deliver our key business priorities both internally and externally. There will be great opportunities take ownership of our brand as well as to learn new skills, gain experience and knowledge related to design, as well as understand wider business context and the housing sector.

Role Outline

Brand and design co-ordination 

  • Co-ordinate, implement and manage the SFHA brand across online, digital and printed platforms
  • Promote and police the corporate brand in all the SFHA communication channels
  • Collaborate, co-ordinate the production of marketing communications internally and externally
  • Liaise with and provide guidance and assistance for brand usage and implementation to staff and externally to members, partners and suppliers
  • Prioritise and maintain the design projects and manage workload schedule on a weekly and monthly basis
  • Co-ordinate with print, promotional and other suppliers. Prepare, produce and sign off on approval of any artwork
  • Identify out-sourcing options when required if workload exceeds capacity. 

Website and digital support

  • Update and maintain the website content ensuring all information added is to a high standard
  • Assist with creation of new and exciting design and content to add value to the products we offer online
  • Ensure all daily news and e-newsletters are formatted correctly and any images are sourced
  • Assist in the upkeep and implementation of advertising throughout the website
  • Provide support to Digital and Design Manager in the development, maintenance and issue resolution of website and CMS. Help find solutions to any issues staff have with CMS functions.

Events support

  • Support the Events Team in developing and delivering a calendar of conferences and events through the production of the required marketing materials across multiple platforms
  • Contribute and help realise ideas on how to advertise and promote events to our members
  • Provide branded design materials that will be used at conference and events.

Marketing, Communications and Social Media support

  • To co-ordinate and produce design of SFHA marketing materials and communications internally and externally
  • Maintain and produce designed templates and images for Mailchimp
  • Provide support to staff on setting up Mailchimp campaigns
  • Provide design assistance on a variety of daily, weekly and monthly marketing email campaigns primarily using Mailchimp
  • Support design for social media
  • Liaise with and provide final artwork to our various suppliers to produce materials and promotional items.
  • Design and produce Housing Scotland and Spotlight magazine
  • Design and produce Annual Directory.

Sales and advertising 

  • Support Business Development officer in producing design elements of advertising and marketing communications for associates

Membership

  • Support in delivering literature and marketing collateral in relation to membership benefits and services i.e. email, flyers, promotional materials
  • Support the Digital and Design Manager with the provision and co-ordination of the It and Digital Forum for SFHA members. Researching and developing a knowledge of what digital challenges are currently active in the housing sector.

General Requirements 

  • Responsible for being a point of contact for the design services team, face to face, email and telephone
  • Good upkeep of all design files and to maintain back-up of all work onto SharePoint Design hub
  • Establish and maintain all design templates on SharePoint sites.
  • Adhere and administer to SFHA privacy policy regarding GDPR and Security
  • Ability to use Office 365 applications to required levels
  • General Administration duties as required
  • Offer innovative ways of supporting the achievement of the business objectives of the SFHA
  • Undertake any other duties considered reasonable within the scope and purpose of the post as may be instructed by the Digital Lead and Head of Departments.

Person Specification

Required Experience

  • 2 years minimum experience working in design industry i.e. junior design role
  • Minimum of HND in Graphic Design/Visual Design
  • Proficient understanding of Adobe CC Indesign
  • Good working knowledge of Illustrator & Photoshop
  • Experience at taking brief from start to finish 

Essential 

  • Understanding of email marketing software specifically Mailchimp
  • Understanding of Content Management Systems (CMS)
  • Excellent command of English language including spelling and grammar
  • Excellent Organisational and time management skills
  • Highly effective inter-personal skills
  • Competent in the use of MS Office / Office 365
  • Ability to use initiative and follow direction, working in a team and trusted to work independently.

Desirable

  • Experience of motion graphics design
  • Human centred design
  • Experience of workshop facilitation
  • Understanding of fundamental marketing principles
  • Understanding and insight of Social media
  • Understanding of housing associations
  • Proven client driven design output
  • Understanding of Customer Relationship Management software (CRM) 
Details

Business Services Assistant

Glasgow

££21,920 per year

 

Job Description

The post of Business Services Assistant is a generic role that contributes to the SFHA’s success by meeting the administrative support needs of the whole organisation. 

The post holder will provide administrative and business support in line with organisational needs and priorities and will work generically, recognising differences in aptitude, experience and preferences within the team. The post holder will be required and expected to operate flexibly as part of a team sharing knowledge, workload and tasks as directed by the Office Manager. They may be supervised day to day by the Director of Operations, Director of Public Affairs and Communications or Director of Policy and Membership (or other staff as delegated) when supporting those business streams.

This approach is designed to permit a flexible approach to business needs ensuring that resources can be directed to key priorities as and when needed and will also promote consistency of the quality of support provided. It will also allow for personal growth and development by enabling post holders to work across all areas of SFHA and therefore enhance their overall skills and knowledge within a matrix environment.

Main Duties & Responsibilities

1. Administrative Duties 

  • Provide a comprehensive first point of contact service - both face to face and via the telephone - to all SFHA members, visitors and callers. 
  • Answer all incoming calls and directing them as appropriate.
  • Manage all e-mail correspondence received via the SFHA Enquiries and Events inboxes and direct as appropriate.
  • Open, record and distribute mail as appropriate. 
  • Ensure all office equipment is in good working order and supplies are ordered in a timely manner.
  • Monitor both general office and stationery supplies and order on a monthly basis.
  • Organise and book travel and accommodation for all staff, providing clear and concise travel information.  
  • Provision of administrative support to all areas of the SFHA as directed by the Office Manager or the Executive Team in order to ensure that daily business needs of the organisation are met
  • Contribute towards effective knowledge management within the SFHA
  • Ensure compliance with and implementation of the SFHA’s policies including those relating to health and safety, emergency procedures, equal opportunities, code of conduct and disciplinary procedures
  • Offer innovative ways of achieving the business objectives of the SFHA
  • Undertake any other duties considered reasonable within the scope and purpose of the post as may be instructed by the line manager
  • Responsible for the day to day management and regular review of information held on SharePoint within department folders
  • Promote and police the corporate brand in all the SFHA communication channels

2. Meeting Co-ordination

  • Manage SFHA meeting room bookings. 
  • Ensure rooms are set up as required for meetings with the necessary equipment available and in full working order and fulfil catering requirements such as the provision of tea and coffee, ordering lunch etc.
  • Take notes at meetings as required. Write up and distribute meeting notes accordingly and promptly.

3. Reports, Information & Mailings

  • Maintain mailing and contact lists for members, associates and stakeholders within the Customer Relationship Management (CRM) system. This includes:
    • Updating Salesforce with documents, letters or notes as required
    • Ensuring details of customer contact are entered into the CRM in a clear and concise manner 
    • Maintain relevant content of the CRM
  • Assist with bulk mailings using Mailchimp
  • Collate and format articles for input into policy bulletins or similar

4. Events & Exhibitions

  • Enter event bookings on the CMS and send out relevant paperwork to attendees
  • Process event and exhibition bookings; managing and reconciling invoices as appropriate
  • Provide on-site administration support at events
  • Collate information on exhibitors for conference programmes
  • Collate all marketing material for use at SFHA events as directed

5. Financial processing 

  • Maintenance of purchase ledger on Sage including recording of transactions and payments
  • Maintenance of sales ledger on Sage including recording of invoices, management of receipts, supplier payments and credit control 
  • Process all expenses and other non-sales & purchase ledger income and expenditure
  • Assist with monthly financial reconciliations
  • Assist with the efficient management and control of the accounts payable and receivable processes, including month-end close down.
  • Maintenance of petty cash and bank payment and receipts

6. File Maintenance

  • Maintain filing systems and archiving system using a clear defined process as outlined in the Document Retention Schedule
  • Ensure all libraries are kept up to date, undertaking regular reviews of literature and processing orders as and when authorised

7. Electronic Communication

  • Administrator for the SFHA website CMS (Content Management System), including:
    • Activating / deactivating accounts
    • Regular checks of the relevant areas of the website and content
    • Maintaining content of website
  • Deal with 1st stage (and when directed 2nd stage) technical queries relating to the website; escalating where necessary

Personal Specification

Experience & Qualifications:             

  • Standard Grade English (or equivalent)
  • Standard Grade Maths (or equivalent)
  • Qualification in Business Administration or able to demonstrate relevant experience
  • Minimum 12 months relevant experience

Technical Knowledge and Practical Experience of the role:

  • Good written and verbal communication skills
  • Good command of the English language including spelling and grammar
  • Expert in the use of all MS Office packages
  • Expert in the application of administrative and clerical procedures and systems such as typing, managing files and records and other office procedures
  • Competent in the use of Customer Relationship Management systems
  • Ability to demonstrate an understanding of health and safety responsibilities
  • Ability to manage relationships with external suppliers
  • Ability to manage financial procedures such as processing expense claims and invoices
  • Knowledge of the housing sector is desirable

Framework for Excellence - Indicator Level 1

Solution Focused and Customer Focus 

Keeps the customer up to date and informed. Takes personal responsibility for providing a professional and responsive service to all customers. Is committed to putting customers first ensuring the delivery of a consistently high quality service.

Flexibility                                            

Understands the need for adopting change and receptive to alternative ways of working.

Decision Making

Judgement           

Makes decisions within the limits of the role quickly and confidently, escalating issues as appropriate.

Relationships

Organisational Ambassador              

Demonstrates an understanding of and commitment to the SFHA and its mission and objectives. Works with consistency, integrity and accountability.

Teamwork    

Works with all colleagues as a team to achieve business area and corporate goals.

Positive Communication                    

Effectively communicates with colleagues, peers and customers both internal and external to the SFHA.

Effectiveness

Accountability                                    

Takes personal responsibility for own actions being accountable for all aspects of their Job Profile.

Leadership                                          

Conducts self in a pleasant, confident, professional manner, acting as a role model to others.

Forward Thinking                              

Aware of the direction of the SFHA and how their role impacts on delivery of the business plan.  

Acknowledgement

This job profile has been designed to indicate the general nature and level of work performed by employees within this post. It is not designed to contain or be interpreted as a comprehensive inventory of all duties, responsibilities and qualifications required of employees assigned to the role.

It is expected that the job holder will carry out all reasonable request by Line Managers to facilitate the requirements of the SFHA. These may therefore be subject to future amendments following appropriate consultation.

Details