Admin, Finance & IT

To contribute to the smooth running of the Procurement team through the provision of wide and varied administrative support. Acting as the first point of contact for internal and external enquiries, communicating effectively and efficiently to manage enquiries, and following up as required to ensure these are concluded promptly. You will undertake general administrative activities diligently, efficiently and in compliance with the Trust’s policies and procedures with minimal supervision.

A key element of the role will be acting as the interface between the Trust’s properties and utility companies. This includes ensuring that properties submit meter readings promptly, liaising with utility companies over invoicing, working with the Estates team to resolve queries over tenant changes in the Trust’s large rental estate, maintenance of utilities spreadsheets, working with property managers, Finance, suppliers, and any lawyers or debt collection staff working on their behalf.

Procurement is a small busy team within the Trust. Although this is a support role, there will be the opportunity to become involved in a wide range of activities and use your initiative to develop and implement improvements in business processes to a greater extent than might be possible in a larger team.

KEY RESPONSIBILITIES

• You will act as the first point of contact for enquiries to the team including reviewing and distributing electronic mail, managing the Procurement team email inbox, maintaining the team SharePoint site, electronic filing etc.
• You will need to build strong working relationships with business managers and property managers in the regions, national support teams and suppliers to promote effective working, provide advice on procurement processes and foster compliance with Trust procurement policies and processes.
• The Trust currently uses MS Dynamics 365. You will be responsible for:

– managing the supplier onboarding process for MS Dynamics 365 to cover off insurance requirements and ensure accurate supplier details including billing information is held;
– raising purchase orders, receipting these orders and working with Finance to resolve any invoice queries;
– running reports from MS Dynamics 365 to provide management information for Procurement and stakeholders;
– responsible for undertaking periodic Dynamics testing on behalf of Procurement for major upgrades in line with test scripts, identifying any problems, and recommending sign off (or not) as appropriate.

• You will be responsible for the administration of national contracts such as car parking machines, coffee machines etc. to improve processes and resolve invoice queries as required.
• You will be responsible for monitoring the Amazon Business account to provide timely PO approval or feedback to users where you are querying or rejecting orders.
• You will act as general support for Procurement – this may include obtaining requests for pricing from suppliers, expediting orders, collating KPI data, administrative support for tendering etc.

REQUIRED QUALIFICATIONS, SKILLS, EXPERIENCE & KNOWLEDGE

Experience

Essential

• Previous experience in a busy administrative environment.
• Excellent communication skills (written and verbal), and good interpersonal skills with the ability to interact professionally and confidently with a wide range of internal and external stakeholders.
• Excellent organisational skills and the ability to juggle a busy workload.
• Strong problem-solving skills and a degree of tenacity to follow through on achieving solutions.
• Methodical, rigorous approach with an eye for detail and accuracy.
• Highly competent IT user with experience of Microsoft Office packages such as Word, Excel, Powerpoint and Outlook, and confident about learning IT software.
• Team player with the ability to work on own initiative
Desirable

• HND / Diploma in business administration
• MS Dynamics 365 experience

DIMENSIONS AND SCOPE OF JOB

People Management

• No line management responsibility but regular contact with other colleagues across the Trust at all levels and a wide range of suppliers’ staff, also lawyers and debt collection staff acting on behalf of utility companies.

Finance Management

• Not a budget holder but responsible for maintaining accurate financial information for utilities to inform reporting on consumption.
• Will process financial transactions (e.g., purchase ordering) on a regular basis using an IT based finance system complying with all necessary requirements.

Tools / equipment / systems

• Daily use of IT equipment

Hours: Full-Time/Part-Time 3 to 5 days per week
Duration: Permanent
Pay: £25,000 (pro-rata if Part-Time)

Due to growth, we have an opportunity for a superb HR Coordinator to join our happy HR team. You will assist with providing HR support to The Royal Yacht Britannia, a leading five-star visitor attraction, and its sister ship, Fingal, Scotland’s only floating five-star hotel.

Benefits:

Company benefits include:

– 6.6 weeks/33 days pro-rata, annual holiday entitlement
– 10% employer pension contribution (no employee contribution)
– Opportunities to buy/sell annual leave
– Up to one week/5 days pro-rata, long service holiday entitlement
– Hybrid working opportunities
– Performance and loyalty payment scheme
– Free car parking for staff
– Life Assurance
– Employee Assistance Programme
– Complimentary tickets and staff discount (Britannia, Fingal Hotel and other luxury hotels)

The HR Coordinator Role

Reporting to the Senior Human Resources Manager, you will be a key member of a small, but growing, HR team, based upon Britannia.

Duties will involve:

– HR administration and provision of accurate information to Payroll
– Using and updating our HR software, People HR, and supporting its further development
– Recruitment and onboarding
– Absence management
– Pay and benefits
– Coordinating training
– Supporting the implementation of new HR initiatives

Please note that as we are recruiting an additional team member these duties may change slightly as the team settles and we play to each other’s strengths.

Personal Qualities

To excel in this role, you will need: strong team working and communication skills; an eye for detail; good organisational skills, a positive and flexible approach when managing a busy and varied workload. It is also essential that you are passionate about delivering excellence through the development of our people and have a very good sense of humour.

Experience

– Confident administrator, ideally within an HR team
– Proficiency in Microsoft Office
– Customer service background advantageous

Qualifications

Excellent spoken and written English and arithmetic

How to Apply:

Please send your CV and a covering letter outlining why you feel you would be suitable for the role of HR Coordinator to: Jane.Marr@tryb.co.uk.

Closing date: 10 April 2023

No agencies please.

Hours: Full Time/Part Time 3 to 5 days per week
Duration: Permanent
Pay: £30,080 FTE

Due to demand, we have a rare opportunity for an exceptional HR Advisor to join our happy and growing HR team. You will help provide HR support to The Royal Yacht Britannia, a leading five-star visitor attraction, and its sister ship, Fingal, Scotland’s only floating five-star hotel.

Benefits:

Company benefits include:

• 6.6 weeks/33 days pro-rata, annual holiday entitlement
• 10% employer pension contribution (no employee contribution)
• Opportunities to buy/sell annual leave
• Up to one week/5 days pro-rata, long service holiday entitlement
• Hybrid working opportunities
• Performance and loyalty payment scheme
• Free car parking for staff
• Life Assurance
• Employee Assistance Programme
• Complimentary tickets and staff discount (Britannia, Fingal Hotel and other luxury
hotels)

The Human Resources (HR) Advisor Role

Reporting to the Senior Human Resources Manager, you will be a key member of a small, but growing, HR team, which is based upon Britannia.

This is a true HR generalist role and so you may be involved in:

• Using and updating our HR software, People HR, and supporting its further
development
• HR administration and provision of accurate information to Payroll
• Support in the mentoring of the HR Coordinator
• Recruitment and onboarding
• People management advice
• Absence management
• Pay and benefits
• Project work
• Supporting the implementation of new HR initiatives

Please note that as we are recruiting an additional team member these duties may change slightly as the team settles and we play to each other’s strengths.

Personal Qualities

To excel in this role, you will need: strong team working and communication skills; an eye for detail; good organisational skills, a positive and flexible approach when managing a busy and varied workload. It is also essential that you are passionate about delivering excellence through the development of our people and have a very good sense of humour.

Essential Experience

• Previous experience of working with an HR software system
• Experience of working in an HR role
• Ability to use IT systems, including Microsoft Office, efficiently and effectively

Qualifications

• HR Certification through CIPD (preferred)

If you feel you have the personality, skills and experience we are looking for, then we would love to hear from you.

How to Apply:
Please send your CV and a covering letter outlining why you feel you would be suitable for the role of HR Advisor to: Jane.Marr@tryb.co.uk.

Closing date: 10 April 2023
No agencies please.

***No Agency Contact***

We are currently on the lookout for a talented HR Services Coordinator to join our small-scale HR Services team based in West Lothian (hybrid working will be available). This really is a super exciting opportunity, providing a little taste of experience in just about a bit of everything! If you are that special person who already has a keen interest specifically in HR administration, HR systems/processes, analysis, and recruitment, then this might just be your perfect role!

For more details including the full job profile, please visit our Ian Macleod Distillers LinkedIn page (https://www.linkedin.com/posts/ian-macleod-distillers-ltd_hr-services-coordinator-activity-7044770215070437376-FUS-/?utm_source=share&utm_medium=member_ios).

To apply for this opportunity, please email hrcoordinator.recruitment@ianmacleod.com including a copy of your CV.

This role is suitable only for candidates who can demonstrate that they currently hold appropriate and unrestricted eligibility to live and work in the U.K. Where a candidate requires a visa to continue to work in the U.K., they must provide full details of any eligibility to work requirements (including visa type and visa dates), as part of the registration/application process.

Please note, this is an open application window therefore we may close the advert at any point depending on the candidate applications received, so our recommendation is that you apply early to ensure you do not miss out!

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Proudly supporting the #OpenToWork movement.

Ian Macleod Distillers (IMD) are proud members of the Scotch Whisky Association, Drink Aware and the Portman Group. In our individual IMD way, we endeavour to follow best practice to help shape our commitment to wider social responsibility and industry standards. We are advocates of promoting responsible selling and consumption of alcohol.

The Head of Finance and Planning is responsible for ensuring V&A Dundee financial model and process are underpinned by robust and effective systems, reporting, performance management and planning to support the financial sustainability of the organisation. This is a key role in the organisation working with, and coordinating financial planning, reporting & analysis across all teams, Board, partners and funders as well as working with the Chief Operating Officer on the financial strategy, the role leads on financial controls, financial management, and all financial planning and forecasting.

Role Profile:
The Head of Finance and Planning is responsible for maintaining robust controls, efficient financial processing, accurate financial reporting, proactive cash management, insightful financial analysis and strong management of tax liabilities and assets. The Head of Finance and Planning will lead on the annual cycle of planning, budgeting and forecasting and will support the directors by monitoring and reporting progress against the museum’s business plan and provide strategic advice as required. This role leads the Finance, Resourcing & People team at V&A Dundee.

Duties and Responsibilities

Provide leadership to the Finance, Resource & Planning team to build a financial strategy that is coordinated across the organisation.

Create and embed robust financial controls.

Seek ways to ensure continual improvement in the service delivery.

Develop a coordinated approach to finance, planning and resourcing to support the aims, priorities & activities of V&A Dundee.

As part of a mutually supportive team, advise on optimum strategies to deliver the museum’s ambitions.

Maintain the financial management of the museum’s resource and capital budgets.
Support the COO in helping to deliver the business plan and financial strategy which supports the future ambition of the museum.

Oversee the cycle of annual planning and budgeting and reforecasting.

Deliver reliable management accounts and KPIs to management and Board – seek to refine and improve these as necessary.

Ensure that a robust system of controls and procedures are in place to allow the accurate and timely reporting of information.

Assist with the development and implementation of key financial controls that permit the executive team and Board to make the strategic financial decisions required to operate the business.

Ensure compliance with internal and statutory financial and accounting policies and procedures.

Assist with development and implementation of policies and procedures to ensure that financial information is secure and stored in compliance with current legislation.

Oversee with our legal and tax advisors the statutory filing of documents and tax returns, so that we are compliant, and deadlines are met.

Review the financial implications of all significant contracts in conjunction with the museum’s legal advisors.

Ensure that project management principles are understood and utilised across the museum.

Oversee FRP departmental risk management and reporting.

Produce accounts and financial reports that permit timely and effective financial management.

Review financial results to include variance reporting.

Manage cash flow and provide regular management information to the company’s bankers.

Prepare statutory accounts and produce supporting information for the annual audit including liaison with the Audit Committee and external auditors as necessary.
Remuneration Committee – support the organizing and delivery of meetings with the COO.

Plan cycle of Finance & Risk Committees and other relevant committees.

Plan budget, reporting and resourcing cycles including establishing Annual reports as part of 5 year business planning cycle.

Prepare the budget and projections in consultation with the executive team for presentation to Finance & Risk Committee and Board.

Prepare the reforecast, with support of budget holders, of the current year outturn.
Assist with the preparation of budgets and other information for funding applications.

Effectively manage and develop the FRP team.

Build the FRP reach by providing training, workshops and user-friendly documentation to staff.

Build effective relationships across the museum.

Network with peers, partners and wider cultural and charitable sector.

Adhere to museum’s Health & Safety Policy.

Demonstrate the museum’s core values in all that you do.

Other ad hoc duties as may be reasonably expected in a senior role.

Developing the reporting and sharing of information to improve the operation of the V&A Dundee, including holiday, TOIL, absence and training information.

Assist with development and implementation of policies and procedures to ensure that personnel information is secure and stored in compliance with current legislation.

Oversee the HR Advisor to ensure that employees are paid in a timely and accurate manner.

Monitor the submission of monthly returns to pension providers ensuring payments are made in a timely manner.

Deadline for applications: no later than 23:59, 20 April 2023. Interviews will be held on 2nd May 2023.

JOB PURPOSE

You will be responsible for the providing administration support to three properties within the Aberdeenshire North area, including Fyvie Castle, Haddo House & Castle Fraser. You will ensure all general administration is undertaken diligently, efficiently and carried out within the Trust’s procedures and policies.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

Ensure all general administrative tasks are undertaken efficiently, effectively and timeously, including (but not limited to):
• Property correspondence (mail, email and telephone);
• Filing and record-keeping;
• Diary Management;
• Processing membership applications for the sites;
• Meetings support (agendas, minutes, support documentation);
• Cashier duties (reconciliation and recording);
• Data entry of takings, statistics – weekly, monthly and ad hoc;
• Purchase ordering – as required;
• Invoicing

You must be flexible to meet the needs of the property, this will include weekend working.

Department specific – visitor services

• Embody the Trust’s values;
• Provide excellent customer service and care to all staff, visitors and volunteers.

QUALIFICATIONS, SKILLS, EXPERIENCE & KNOWLEDGE

Qualifications

Essential
• Qualification in business administration – HND or Diploma – or relevant experience.

Experience
Essential
 Cash handling experience
 Ability and competence to intermediate level in MS packages – Word, Excel, Outlook and Powerpoint.
 Possess excellent communication skills (written and oral);
 Must be diligent and accurate with excellent eye for detail;
 Excellent customer care skills
 Well-developed time management and organisation skills – ability to prioritise workload.
 Current driving license

Desirable
 Previous experience providing administrative support to a number of different departments highly desirable.

DIMENSIONS AND SCOPE OF JOB

Scale
• Three large heritage visitor attractions that run both tours of the sites, but also hospitality events, catering and retail outlets.

People Management

• Not a line manager.
• The post-holder will work frequently with the wider property staff and volunteers and regional team.

Finance Management

 No budget responsibility.
• Access to PC and relevant IT systems, i.e. standard NTS management systems including Intranet, T:Drive, Microsoft Dynamics, EPOS.