Admin, Finance & IT

This is a key role within the Highland Safaris team and will often be the first point of contact for visitors, partners and clients. The role requires a consistently high level of customer service, ensuring all enquiries and bookings are handled professionally and efficiently in line with the standards expected of a VisitScotland 5-Star Visitor Attraction.

A core responsibility of this position is the smooth and accurate administration and coordination of all bookings. The successful candidate will develop a strong understanding of our markets and support the growth of sales opportunities within agreed financial parameters, helping the business meet its targets.

The role requires strong sales awareness alongside excellent administrative accuracy, planning and organisational skills to ensure bookings, communications and operational arrangements run smoothly.

The Bookings & Administration Executive will work closely with the Operations Manager to ensure all experiences and events are organised and delivered to the highest standards.

Job Description – Office Administrator (Communications and Funding)

Job Title: Office Administrator (Communications and Funding)
Reports to: Development Director
Location: The Tall Ship Glenlee, 150 Pointhouse Place, Glasgow, G3 8RS
Contract: 12-month fixed term. This role is funded by Museums Galleries Scotland. Applicants must have the right to work in the UK.
Hours: Full-time
Salary: £26,500

Purpose of the Role

The Office Administrator will provide essential administrative and organisational support to the team, ensuring the smooth day-to-day running of the office. By taking on routine administration and coordination tasks, this role will release senior staff capacity to focus on strategic planning, fundraising, and organisational development.

Key Responsibilities

– Act as the first point of contact for enquiries by phone, email, and in person.
– Manage incoming and outgoing post, deliveries, and office supplies.
– Organise meetings, travel, and appointments
– Support internal staff and board meetings, minute-taking and administration.
– Process invoices and expenses using the organisation’s finance system (Xero).
– Maintain accurate records and filing systems, including HR and finance documentation.
– Support fundraising administration by assisting with funding reports and record-keeping.
– Provide general administrative support to departmental managers as required.
– Ensure effective internal communication by supporting staff and volunteers with day-to-day enquiries and circulating team news internally.
– Responsible for general upkeep and tidiness of workplace environment, including office, boardroom and staff areas, including preparation for meetings and ordering of supplies when required.

Person Specification

Essential

– Strong organisational and administrative skills.
– Excellent communication and interpersonal skills with the ability to handle information confidentially.
– Excellent written and verbal communication skills.
– Proficiency in Microsoft Office and experience with finance/admin systems (e.g. Xero).
– Ability to manage multiple tasks and priorities.
– Self-motivated, with initiative and attention to detail.

Desirable

– Experience working in a charity, heritage, or cultural organisation.
– Interest in fundraising and project support.
– Knowledge of good practice in accessibility, inclusivity, and sustainability.
– Experience using social media platforms.

To apply: Please send a C.V. and covering letter outlining your suitability for the role to fiona.greer@thetallship.com

Deadline for applications: Friday 27 March 2026 at 5pm. Interviews will take place on 9th and 10th April.

Job Types: Full-time, Fixed term contract

Contract length: 12 months

Benefits:

– Company pension
– Discounted or free food
– Employee discount
– On-site parking

Work Location: In person

JOB PURPOSE
This job exists to ensure the accurate and timely processing of Purchase Ledger [PL] invoices, and payment allocation to creditor accounts. Ledgers Assistants work primarily in Purchase Ledger but will also work within Cashroom and Sales Ledger. The below deliverables are the primary tasks associated with the role, but this is not exhaustive. Ledgers Assistants may be required to work out with the transactional team, providing general service and support to the wider finance team.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES
 Processing high volumes of purchase invoices accurately and efficiently
 Matching invoices to purchase order receipts, and coding invoices in line with internal procedures
 Managing supplier accounts, ensuring statements are reconciled timely
 Identify, investigate and resolve invoice discrepancies or queries in a timely manner
 Ensure timely processing for payments to suppliers
 Maintaining accurate financial records and supporting month end processes
 Liaising with internal departments and external suppliers to ensure smooth workflow
 Supporting the wider finance team with ad hoc duties as required
REQUIRED QUALIFICATIONS, SKILLS, EXPERIENCE & KNOWLEDGE
Qualifications
Essential

Desirable
Skills
Essential
• Competent IT skills, including Microsoft applications, especially Outlook and Excel

• Excellent attention to detail and accuracy and the ability to work efficiently and effectively
• Confidence managing high volume invoice processing
• Cognitive ability to work effectively with numbers
• Strong verbal and written communication skills and the ability to build positive relationships with internal and external customers.
• A proactive, organised approach with the ability to prioritise effectively
• Good working knowledge of finance systems

• The ability to establish and develop effective relationships with finance team and key members of other functions within the Trust.

Desirable
 Experience/working with Microsoft Dynamics 365 and/or Business Central
.

Experience

Essential
 Solid experience working in an office in a financial/accounts administrative/processing role.

 A good understanding of banking.

Desirable
 Experience working with suppliers within the utility sector.