Admin, Finance & IT

JOB PURPOSE

This role will be responsible for the day-to-day leadership of the Financial Control team which manages income, expenditure streams, assets, liabilities and associated tax within the Trust. This includes the following key areas:

• Revenue recognition and reconciliation,
• Accounting for Stock,
• Intercompany accounting,
• Balance Sheet Management,
• Accruals, Prepayments, Accrued and Deferred Income
• Taxation Accounting & Advisory Services
• Trust payroll and expense claim facilitation
• Financial Control related procedures, systems and team activities

The delivery of these will have to be planned and managed around a variety of deadlines which can be anything from daily/weekly to annual. Areas of priority will be: to lead the delivery activities required for the preparation of the month-end results and completion of the Trust’s annual report and accounts, and the external audit for the Trust; to lead on VAT and Gift Aid claim review and compliance to ensure all areas of the Trusts income streams meet HMRC regulations whilst maintaining efficient associated VAT recovery. The role also involves ensuring that the Trust’s systems of financial and internal control relating to these areas, are operating effectively, and leading the development and implementation of best in practice processes / controls in these areas.

Reporting to the Financial Controller, the postholder is required to support them in delivering programmes of work that meet the Finance Team’s objectives ensuring complete accurate and compliant reporting to internal and external stakeholders to tight deadlines.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

• Lead and manage members of the Financial Control team, ensuring that they are supported, developed and performance managed in accordance with the HR policies of the Trust to ensure that the functions of the team are delivered efficiently and effectively and members of the team are able to continually improve and develop.
• Supporting development of appropriate policies and develop and maintain processes and procedures with regard to income recognition and associated balance sheet management to ensure compliance with FRS102 and OSCR SORP.
• Supporting development of appropriate policies and develop and maintain, processes and procedures to ensure the Trust’s financial operations are compliant with all relevant VAT & Tax legislation and regulations. Will require liaison with and management of external advisers to support compliance and submission activities. Focus will be on making these compliant, effective and efficient.
• Working with, influencing and business partnering members and leaders in other teams to ensure that the necessary processes and controls are developed and implemented.
• Enhancing working relationships with other departments and explaining financial terms to non-accountants to ensure the sharing of knowledge.
In relation to the key areas of responsibility for specific role:
Revenue Recognition & Accounting

a) Review & management of monthly processes to ensure accurate reporting of income.
b) Ensure timely and accurate collection of direct debits for memberships, donations and rents. This will involve close business partnering with other areas of the Trust and also engagement with the IT Team.
c) Reconciling data to third party documentation
d) Reconciling the financial system to the sales system across multiple payment methods.
e) Reconciliation of non-financial sales ledger information to external sales ledger
f) Calculation of accrued/deferred income at month end/year end. Ensuring long term contractual income correctly accounted for.
g) Adherence to regulated income guidelines
h) Other areas relating to effective Financial Control management

Projects and Process Improvement

a) Developing processes to improve the accuracy of data to support internal and external reporting.
b) Involvement in planned system improvements to ensure financial reporting effective and accurate.
c) Involvement in new income streams, providing a financial insight on new initiatives to other departments at first stage of a new stream.
d) Maximise opportunities to increase automation and efficiency and limit the need for manual processing and reconciliations.
e) Review of all income streams current practice with a view to improvement and streamlining. This will involve gaining a knowledge of CRM and interacting with various departments out-with Finance.
f) Other areas relating to effective Financial Control management

Month end & Reporting
a) Month end postings & authorisations.
b) Undertaking reviews of provisions, accruals and advance income to ensure that these remain valid and establishing and continually improving the processes around these to ensure that these are efficient from an end-to-end process perspective.
c) Intercompany accounting.
d) Balance sheet management, reconciliation and review, ensuring all balances (GL & Sub-Ledger) are accurate, substantiated and complete
e) Liaison with Financial Planning & Analysis to provide key input to the monthly management accounts and Board Reporting ensuring income, employment costs, expenses and supplier postings are all complete and on time.
f) Other areas relating to effective Financial Control management

Statutory accounts & Audit
a) Support the preparation of the statutory accounts under FRS102 and OSCR SORP.
b) Support the annual audit cycle.
c) Support development of and give advice on accounting policies and procedures, to ensure the Trust complies with accounting standards and practice.

Taxation and External Reporting

a) Being responsible for all aspects of VAT including: timely and accurate VAT submissions; ensuring correct VAT application to all income streams and associated recovery; VAT optimisation; Partial Exemption Calculations; VAT compliance including Making Tax Digital; HMRC audits, provision of advice & training to the wider Trust including set up of new projects.
b) All aspects of Corporation Tax
c) Lead on ensuring timely and accurate Office of National Statistics returns.
d) Key point of contact for HRMC and ONS.
e) Manage and contribute to other appropriate tax and compliance requirements
f) Other areas relating to effective Financial Control management

The current duties of this job do require a criminal records (Disclosure Scotland) check to be carried out.

REQUIRED QUALIFICATIONS, SKILLS, EXPERIENCE & KNOWLEDGE

Qualifications
• Fully qualified with a relevant professional accounting qualification (i.e. ACCA, CA or CIMA);
Experience
Essential:
• Inspiring manager used to developing and motivating staff
• Ability to manage and manipulate large amounts of data to import into ledger and associated reconciliations
• Broad experience of Balance sheet reconciliations, journals and preparing accounts
• Proven experience of implementing financial best practice
• Experience of working on integrated, complex financial systems with a focus on internal control framework and compliance activity
• Experience of supporting the development and implementation of policy, procedure and process change
• Experience of VAT application
Desirable:
• MS Dynamics 365 Experience, Business Central and a high level of general IT competence
• Knowledge of FRS102
• Charities VAT and Partial Exemption
• Gift Aid
• Charities/Third Sector Experience
• High level of Excel skills
Skills & Knowledge
Essential
• Strong people management skills, including leading through change
• Strong communication skills and confidence in dealing with a wide range of specialist and non-specialist staff at all levels
• Well-developed analytical and numerical skills with a high level of attention to detail and accuracy
• Ability to reconcile and manipulate of large volumes of data maintaining accuracy and attention to detail
• Ability to work under pressure, juggling conflicting priorities, managing change and delivering to tight deadlines without compromising accuracy or work or provision of customer service
• Working knowledge of and application of Accounting Principles and standards, taxation (especially VAT) and other areas relevant to the role
• Must be self-motivated with a proactive approach to work, ability to take initiative & identify opportunities, to accept challenges and responsibility, initiate and implement change, ability to seek knowledge and apply solutions
• Excellent Computer Literacy skills; an advanced user of spreadsheets; and ability to assimilate and adapt quickly to new packages and other information, technologies and systems.

DIMENSIONS AND SCOPE OF JOB
People Management
• Direct line management of up to 6 members of the Financial Control team
• Responsible for the continuing professional development of the resources within their responsibility.
• It is imperative that the post-holder is confident in dealing with colleagues at all levels within the organisation.

Financial Scope
• Not a budget holder;
• The post holder will need to make sound, justifiable decisions with regard to financial issues and organisation wide process change. These will generally be required only after consultation with senior staff.

The Key Responsibilities, Scope of Job, and Required Qualifications, Skills, Experience & Knowledge reflect the requirements of the job at the time of issue. The Trust reserves the right to amend these with appropriate consultation and/or request the post-holder to undertake any activities that it believes to be reasonable within the broad scope of the job or his/her general abilities.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

Complete monthly analytical reviews and recommendations of income and expenditure movements on Trust’s restricted and designated funds ensuring alignment with budgets, project plans and financial targets.

Produce timely, accurate and insightful reporting, analysis, and targeted interpretation of monthly results to the business area management teams. Highlight key performance variances and work with the business areas to agree corrective action and identify any risks or opportunities to the latest forecast.

Develop and maintain the “Funds Purpose” model so that available balances on restricted and designated funds are accurately maintained, fund movements from donations and legacy control accounts promptly processed and accurate funds information is made available to appropriate managers within the Trust. An enhanced Funds Purpose model will allow for improved strategic analysis and reporting of fund balances and fund commitments and ensure that the Trust’s regulatory requirements are met.

Managing of activities for project opening, variation and then closure within the finance systems so that timely and accurate project information is available for appropriate managers within the Trust and that this is accurately reported to the Executive Committee and Project Oversight Committee as appropriate.

Responsible for the analyzing and coordinating Project information to include with annual budgeting process liaising with Business Managers and Departmental heads as appropriate.

The role will also support the on-going development of finance systems and processes in delivering improvements and in meeting the future needs of the Trust.

Coordinate allocation of grant monies on receipt to the correct funds and projects. Support and review with grant claims paperwork.

Collaborate with Fundraising team and ensure that Donations and Legacies are appropriately accounted and allocated appropriately to the correct funds and projects. Maintain an accurate Legacy position.

Collaborate with Budget Managers in the creation, monitoring and controlling of their operational budgets and quarterly forecasts. Analyzing variances and liaising with budget holders on potential problem areas, subsequently making recommendations and advising on the impact to the Trust.

Actively participating in their internal customers’ monthly team meetings, providing financial updates and reports, and influencing decision-making on key financial and non-financial matters.

Creating a continuous improvement culture, developing and implementing streamlined and user-friendly processes, procedures, and reports to support the financial activities within their internal customer teams, provide training to employees to embed these processes and embed reviews to ensure that these continue to be fit for purpose.

Who are we?

We are Scotland’s design museum. Designed for everyone, firing imaginations and sparking curiosity in design across Scotland and around the world. At V&A Dundee we are on a mission to inspire and empower through design.

Design shapes our world, it’s part of everyday life and it’s everywhere. We are a museum with energy and have a vision of the future where everyone is inspired through design and recognizes its far-reaching impact in our lives.

We are a welcoming place for people of Dundee to explore design and to use as an everyday part of their city, as well as inviting visitors from around the world. We are part of the V&A family of museums that celebrate creativity in all its forms from across centuries, for everyone.

Role Profile:
We are seeking a dedicated and detail-oriented HR Assistant to join our growing team and support V&A Dundee’s Human Resources team and the Museum Director’s PA. The HR Assistant will provide administrative support to the HR team, ensuring smooth and efficient operations. This role involves a variety of tasks related to employee record keeping, recruitment and HR policy implementation.

The role will also provide support to the Museum Director’s PA with tasks such as planning meeting schedules, arranging and preparation for meetings, keeping records and contacts up to date, liaising with guests, minute taking/issuing and diary management as support and cover for the Personal Executive Assistant and Office Manager as and when required. The role will be split 80% HR and Director’s PA 20% except during leave cover.

Duties and Responsibilities
Human Resources:
Assist with the implementation of HR policies, procedures and guidelines ensuring they are understood and observed throughout the organisation.

Facilitate recruitment activities, ensuring legal compliance, consistency and fairness. This includes ensuring immigration and PVG/Disclosure checks are carried out where necessary.

Assist with on-boarding and off boarding processes for staff, volunteers and freelancers.

Provide information to staff and managers on terms and conditions of service e.g. annual leave entitlement, notice period, etc.

Oversee employee file maintenance and record keeping in line with GDPR.

Assist with and contribute to projects as specified by the Finance Resource and Planning Team.

Assist staff from other teams as required and any other duties which may be reasonably requested by the Finance Resource and Planning Team.

Assist the HR Advisor with the drafting of contracts, contract variations and the updating of the HR system. Prepare correspondence as necessary.

Liaise with external payroll provider on a regular basis to ensure the correct information is transferred with relation to the monthly payroll.

Monitoring the Recruitment and HR mailboxes and responding as appropriate.

Supporting the HR Advisor and Head of HR where appropriate.

Personal Assistant:

Support the workload of the Director’s PA by assessing the importance and urgency of requests and responding to all in a timely manner.

Assist with aspects of a busy and constantly changing Director’s schedule, including organising internal and external meetings, arranging locations, coordinating invitations, setting up conferencing facilities, equipment and refreshments.

Assist with governance cycles by preparing and circulating papers, taking minutes and collating actions when required.

Support the Director in liaising and cultivating relationships with donors, lenders, designers, artists and wider supporters, working closely with colleagues across museum departments to this end.

Manage sending of invitations, maintaining data and recording responses for museum events.

Supporting the management of office spaces, including planning, improving and delivering effective office functionality.

Keeping track of office supplies and requirements. Liaise with suppliers and facilities management to ensure office is well maintained and presented.

Support in making travel arrangements and developing itineraries for Director, Executive Team and Board when required.

Provide cover for the PA and Office Manager or additional assistance during busy periods.

Personal Specification
Essential:

Administrative experience working within an HR environment

A working knowledge of HR processes

Excellent written and verbal communication skills

Able to demonstrate professionalism and a strong customer service approach

Confidential and discrete, with the ability to handle sensitive and personal information appropriately 


Highly organised and motivated with an ability to work both on own initiative and as a team player contributing expertise

Excellent prioritisation and time management skills coupled with an ability to work under pressure and to tight deadlines

Experience in the use of Microsoft Office (Work, Excel, PowerPoint) and an understanding of databases and their usage

Excellent attention to detail and accurate

Flexibility in dealing with multiple and varying duties and performing well under pressure

Positive, team-oriented attitude

A genuine interest – and desire to work in – a cultural organisation

Desirable:

Ideally CIPD qualified or working towards qualification

Good Knowledge of Employment Law

Experience using HR Software

Background:
Greyfriars Kirk and Kirkyard is one of Edinburgh most popular tourist attractions, which attracts visitors for all over the world. Some visitors come for the links with Harry Potter, Greyfriars Bobby or to immerse themselves in over 400 years of history.

Greyfriars Kirk’s roots go back to 1620 and the site was a place of worship well before then. Today Greyfriars Kirk is a member of The Church of Scotland and it has a committed worshiping congregation. As one of Edinburgh’s historic and iconic landmarks, the Kirk is utilised extensively for a variety of non-religious activities such as concerts, conferences, music recordings, wedding receptions and other social events.

In addition, the Kirk welcomes over 110,000 visitors per year between February-November. The Kirk’s income comes from a combination of income streams including congregational giving, generous donations from visitors and hosting commercial activities. Greyfriars Kirk also works in co-operation with its spinout social enterprises Grassmarket Community Project and the Greyfriars Charteris Centre, which have independent management teams.

Role and Purpose:
We are looking for an energetic, self-motived individual who has a unique skill set to help develop this expanding role. The Operations Coordinator role is multifaceted and requires the right individual to have experience in a range of areas including administration, marketing, communications and customer service.

Possessing outstanding communication skills is vital in this role as you navigate the Kirks many stakeholders. This involves not only communicating through our social media outlets, but also updating our website, email correspondence and face-to-face.

The right individual must have outstanding customer service, as they are normally the first point of contact in respect of visitors, emails, phone calls, general enquiries and appointments. Attention to detail is necessary, as you will be responsible for maintaining the Kirk diary and co-ordination with the ministerial team, the congregation, staff and stakeholders.

This role also comprises of general administration tasks to support the day-to-day operations of the Kirk as well as supporting the Minister, Session Clerk and Operations Manager.

A large part of the role involves being responsible for effective marketing and promotion of all kirk events both religious and commercial. This involves creating and publishing content through our social media platforms and website. The right individual will preferably have experience in a number of software applications including Microsoft Office, WordPress, iZettle, Hootsuite, Salesforce, People Planning Center (or other CRM’s) and Open Broadcasting Software.

In this role, you will also be responsible for the Kirk’s IT and office equipment including the LAN, IT security, database management, mobile IT office equipment, photocopier contract and stationery supplies.

If you are a dynamic individual that is looking for a new challenge that will actually make a difference and you want to be part of an evolving organisation then we would love to hear from you.

Application process: Please send a CV and cover letter detailing your skills and experience and how they align with the role to: communications@greyfriarskirk.com

Scottish Canals are the custodians of the nation’s canal network and surrounding estates. Our vision is to invest in the canal network to generate lasting benefit for people and communities; celebrating their industrial heritage, ensuring they offer quality green and blue spaces for people and communities and contribute to Scotland’s resilience in tackling climate change.

Our success is rooted in valuing the contributions of our entire team – we care, we create, and we collaborate to continue to deliver a whole range of activities from boating, paddling, walking and wheeling to living and playing and improving what the canals have to offer to our visitors and communities. We also work collaboratively with our partners and stakeholders to contribute to a wealthier, fairer, greener and more resilient Scotland.

As an employer we offer a truly unique opportunity to be part of our team, help us realise our vision and contribute to safeguarding our heritage and ensuring our canals flourish now and in the future.

We currently have an exciting opportunity for an Engineering & Port Administrator to join our Engineering team in Ardrishaig. You will support the Engineering and harbour teams and will deliver an excellent overall experience to port users. Working efficiently and to well defined standards, you will promote a safe, secure, and enjoyable customer experience which actively contributes to the generation of revenue. Promote Scottish Canals products and services and have a clear focus on commercial opportunities that will add to the excellent customer experience while bringing enhanced commercial benefit to Scottish Canals.

The role is offered on a fixed-term basis until January 2026 to cover a period of maternity leave, and with a starting salary of £30,069 (Band C). Working hours 35 hours per week, Monday – Friday – 08:30 – 16:00.

Scottish Canals offer a generous annual leave entitlement of 28 days, plus 10 public holidays, along with enhanced sick pay, discounted shopping vouchers, health cash plan and a contributory pension scheme with up to 10% employer contribution.

Primary responsibilities of the role:

Provide support to the Crinan canal maintenance team in terms of administration and compliance with inter/national legislation and internal SC standards.
Liaise with other groups in Scottish Canals to help deliver and record required maintenance on structures and assets.
Create and maintain standards and processes for Scottish Canal’s harbours.
Document work and activities of harbour and maintenance team to required level.
Deputy harbour master with statutory obligations for reporting and compliance.
Port Facility Security Officer – Input of ship security data to CERS (Consolidated European Recording System) and reporting to MCA and DfT.
Maintain Ardrishaig Port Facility Security plan with reference to current legislation and trends.
Ensuring relevant actions are carried out, incident records maintained and submitting detail to department for transport, Maritime Coastguard Agency and internal departments.
Pier stakeholder communication and engagement, surveys and questionnaires, organising meetings, creating agenda, taking and distributing minutes.
Ardrishaig Pier bookings, updating port operation records, pier safety records, reporting, collation of invoice data.
Maintenance of Marine Safety Management System.
Management of port safety, navigation, traffic management.
Development and maintenance of required recording systems for PPM and training manuals.
Arrange, prepare and attend meetings, including arranging venue and catering, minute taking, and dissemination of info.
Administration and data input of H&S data including site visits, behavioural safety, near miss and accident reports. Incident investigation.
Record and deliver statistical analysis, compose reports and KPIs working to deadlines.
Collation and reporting of stats, tonnages, queries, maintenance of business databases and communication with customers, colleagues and the general public regarding Ardrishaig Pier.

Qualifications and knowledge required:

Knowledge of requirements of PMSC and other harbour legislation (desirable)
Accident/Incident & Near Miss Reporting experience.
Basic literacy and numeracy skills.
Valid driving licence appropriate for vehicle to be driven.

Skills and experience required:

Proven experience in a customer facing role within leisure or customer service environment.
IT skills including the use of Microsoft Office software and other applications in use by SC, EG. AMX, Eco online.
Port Facility security officer (desirable)
Harbour master awareness (desirable)
Strong teamwork ethic.
Ability to manage time efficiently.
Excellent communication skills.

Qualities & abilities required:

Judgement regarding safety in using and operating equipment in line with Scottish Canals defined standards and procedures.
Judgement regarding upward referral of issues to line management for further guidance.
Use of initiative in applying and maintaining high levels of customer service.
Co-operate with and support colleagues within main function.
Deal with enquiries and comments from customers in a professional manner providing appropriate information and guidance.
Co-operate with and support business to business customers to ensure Scottish Canals interests are protected.
Co-operate with and support colleagues from other teams outside of main function.
Participate in call-out rota.

Scottish Canals reserve the right to close this vacancy before the closing date if a sufficient number of applications are received.

Job Purpose:

To support the work of Rosslyn Chapel Trust by maintaining financial and administrative services.

Main Duties:

1. Process purchase and sales ledger entries on Xero, following up on outstanding
payments when necessary.

2. Reconcile monthly income (including from Stripe and EPOS Now) and expenditure
(including credit card payments) with bank statements.

3. Produce P&L reports/management accounts, as required.

4. Liaise with Trust accountants over VAT returns.

5. Liaise with Trust accountants over annual audit.

6. Liaise with Trust accountants over payroll data, maintaining records of staff working
hours, annual leave and sickness leave.

7. Oversee the office safe, physical banking arrangements, and order change as required.

8. Process invoices for group/private visits and allocate accordingly on Xero.

9. Manage finance email and assist with answering general enquiries by email, post and telephone.

10. Assist with duties of F&A Assistant as required.

11. Perform other related duties as required.

Person Specification:

Essential

• Proven experience of working in a finance role and experience of Xero and Microsoft
office software.
• Experience of working in a small team.
• Good communication skills and ability to manage external relationships.
• Experience of providing excellent customer service.
• Be honest, trustworthy and be able to maintain confidentiality. Have a good eye for
detail and provide accurate information.
• Positive attitude and willingness to assist others in the team.

Desirable

• Experience of working for a charity.
• Interest in Scotland’s history and heritage.

Working pattern – Monday to Friday 9am-4pm.

Mostly office based at Rosslyn Chapel, Midlothian, and with some opportunities for working at home.

Further information about Rosslyn Chapel Trust is available on our website – http://www.rosslynchapel.com

To apply, please send a CV and covering letter, explaining why you would be the best candidate, to director@rosslynchapel.com by 17.00 on Monday 24th March 2025.

Interviews will be held in person at Rosslyn Chapel on Tuesday 8th April.

Rosslyn Chapel Trust is a charity registered in Scotland, number SC024324

KEY RESPONSIBILITIES

1. Responsible for the Trust’s Endpoint Management & Microsoft Azure environment from both an infrastructure and application context for trust EPOS

2. Managing security /threat protection and maintenance of cloud services for trust EPOS

3. To support the on-going knowledge transfer to the wider IT team of the support processes needed to maintain the Trust’s EPOS solution

5. Support the IT Infrastructure Manager for Project work specifically relating to the trust EPOS solution delivery

6. To deliver the implementation and knowledge transfer of the trust EPOS solution

7. To deliver the ability monitor, manage & troubleshoot as required cloud environments relating to trust EPOS solution using monitoring and logging tools.

8. To create, execute and document any necessary processes to ensure that the cloud infrastructure design / technical environment meets security, resilience, and performance requirements (technical and functional)

9. To ensure the data protection of all corporate devices (MDM Intune) and the access security required to support this.

10. To adhere to Trust IT change management and other relevant governance processes

11. Being able to influence key stakeholders and put forward compelling rationale to support architectural or technical decisions

12. To advise as required on infrastructure solution design for endpoint management and central services in relation to EPOS solution delivery

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

Strategy. Lead the development of and oversee the implementation of strategies for community engagement.

Leadership and advocacy. Provide visible leadership and advocacy for the value of community engagement within the Trust, working collaboratively with colleagues, and represent the function externally with funders and stakeholders.

Management and support. Coordinate and maintain oversight of all community engagement activities across the Trust, ensuring projects and activities are delivered in line with strategic priorities and meet best practice for access, inclusion and evaluation of outcomes and impacts.

Organisational capacity. Maintain and develop organisational capacity for community engagement through training and development of colleagues, building communities of practice, producing resources, and addressing organisational blockers to the delivery of high-quality activities.

Evaluation. Develop and implement processes for the effective evaluation of community engagement activities, ensuring these systems are aligned with KPI reporting on the NTS Corporate Strategy, and provide management information to drive performance improvements.

Partnerships. Develop strategic partnerships with peer organisations, governmental agencies, universities and the third sector to access funding opportunities and deliver innovative activity in community engagement.

Major projects. Support the development and delivery of major projects by developing plans for community engagement that align with project objectives and realise local opportunities. Lead and support Community Engagement Programmes for the Mackintosh Illuminated and Fyvie Masterplan projects.