Admin, Finance & IT

Hours: Full time
Duration: Permanent

We are looking for an exceptional Finance Assistant to join our team. This position presents a rare opportunity to join The Royal Yacht Britannia, a leading five-star visitor attraction and exclusive events venue with an outstanding reputation for quality and customer experience, and the team behind our sister ship, Fingal, Scotland’s only luxury floating hotel (Edinburgh’s No.1 hotel on Tripadvisor).

Company benefits include:

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

Finance

The Finance Team, under which this role sits, participates in a wide range of activities, ranging from day-to-day financial processing to playing a role in formulating the organisation’s financial strategy. We provide support to Britannia and Fingal’s managers and staff who are responsible for delivering quality service to our visitors. We are looking for a Finance Assistant to join the friendly team on board.

The Finance Assistant Role

Working as part of a core Finance Team, the role of the Finance Assistant is primarily to take ownership of the daily sales and treasury function of the company, and to assist in the bank reconciliation and all associated tasks. This post will be one of several such posts that report to the Senior Finance Manager. This includes, but is not limited to:

– Processing of daily sales transactions for revenue generating activities including
admissions, retail, catering, events, and the hotel, from the point of transaction
through to bank posting
– Processing sales for our hospitality and group booking departments as well as
providing support to the Senior Finance Manager and Finance Manager in all these
areas
– Assist with daily banking of cash and cheques and posting of income
– Post and reconcile income transactions
– Providing efficient and effective credit control. Chasing overdue invoices by telephone
and email efficiently and effectively
– Dealing with any queries in respect of sales invoice payments
– Reconciling cash receipts and payments through company bank accounts on a daily
basis. Being proactive when investigating reconciliation differences
– Preparation and processing of monthly bank reconciliation on various accounts
including reconciling on-line/manual credit card payments
– Providing support on month-end accounts preparation, including by undertaking
reconciliations to the trial balance
– Performing any other duties as may be requested from time to time by the Director of
– Finance & Administration, Senior Finance Manager and Finance Manager
– In addition, the successful candidate will be trained in other aspects of a busy Finance
Office including accounts payable, petty cash, expenses, and balance sheet
reconciliations

Accountability

The Finance Assistant is accountable to the Senior Finance Manager and Director of Finance and Administration.

Qualifications

– Good level of education with at least GCSE / Standard Grade / National 5 English &
Mathematics at Grade 1-3 or equivalent (Essential)
– AAT Part Qualified or equivalent experience (Desirable)

Experience

– Basic understanding of accounting (Essential)
– Minimum of 2 years’ experience at Finance Assistant level (Essential)
– Ability to use IT systems efficiently and effectively (MS Word, Excel) (Essential)
– Experience of using accounting software (we use Access Dimensions) (Essential)
– Ability to work with bespoke IT systems (Essential)
– Excellent understanding of accounting principles (Desirable)
– Relevant work experience in a similar organisation or background (Desirable)

Personal Qualities

The post holder must be enthusiastic, have excellent communication and teamwork skills, and a can-do flexible attitude, both with work colleagues and other key stakeholders. They will also promote and drive a culture of continuous improvement.

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 Finance Assistant to: Jenny.Dall@tryb.co.uk or postal applications to:

Ms Jenny Dall
The Royal Yacht Britannia
Ocean Drive
Leith
Edinburgh
EH6 6JJ

Closing date: 16 December 2022

No agencies please.

About Waverley Excursions Ltd:
Waverley Excursions Ltd. is recruiting a Finance Officer to join its shore based team which manages the operation of Paddle Steamer Waverley. Waverley operates on an not-for-profit basis from May until October carrying over 100,000 passengers annually. During the winter refit period maintenance work is carried out at Waverley’s berth in Glasgow. Waverley is owned by a registered charity which undertakes fundraising activities to support the maintenance and operation of the ship.

Position Summary & Responsibilities:
The Finance Officer will take the lead role in managing the input of operational transactions into the financial systems; maintain the accounting records, perform appropriate controls and reconciliations; support the production of monthly management reports; perform periodic accounting processes; support the production of statutory accounts and related administrative processes.

The Finance Officer will carry responsibility to maintain sales and purchase ledgers, process Purser returns, manage petty cash, perform bank reconciliations, submit VAT returns and Gift Aid claims, and process payroll.

The Finance Officer must be experienced in the use of Sage 50 Cloud and Microsoft Office including Excel.

This position is based in Glasgow though attendance on board Waverley may be required from time to time. Flexible working arrangements are available.

Benefits and pay range:
• Pay Range £25,000 – £29,000 per annum, full time, permanent position
• Hours Monday – Friday 9am-5pm, can be flexible if preferred
• 25 Days holiday (closed over Christmas and New Year) with 10 Bank Holidays
• Allocation of Tickets for friends and family to sail on Waverley

Requirements:
• Minimum 3 years Bookkeeping / Accounts experience
• Part Qualified AAT or equivalent
• Highly proficient in use of with Sage 50 Cloud and Microsoft Office including Excel
• Good attention to detail to enter data accurately into financial records and to identify errors
• Multi-tasking and organisational skills to manage different financial duties, including the ability to prioritise tasks in order to meet deadlines
• Excellent interpersonal and customer service skills for dealing with customers, suppliers and other employees
• Communication skills, including the ability to explain complex financial matters in accessible terms

Desirable:
• Experience in working within a charitable organisation, heritage attraction or transport setting
• Experience of Microsoft Teams environment and / or PayPal

Why work for Waverley:
• Small company structure where individuals matter and are recognised for the part they play in ensuring that Waverley continues to provide pleasure to tens of thousands annually
• Enjoy meeting and interacting with the wide range of people who sail (and work) on Waverley
• A competitive rate of pay
• Opportunity to play a vital role in operating and maintaining the World’s last seagoing paddle steamer

How to Apply:
Please send a CV and covering letter, stating your current position and explaining your suitability for this position to info@waverleyexcursions.co.uk

If you require further information on this position please contact us at info@waverleyexcursions.co.uk

Contract Type: 12 months Fixed Term Contract

Salary: £21,681 – £23,952

Grade: FC04

Hours: 36 hours per week

Location: Iona House, Kirkcaldy / Home Working

Reference: ON000395

Are you looking for a challenging role in a fast-paced HR team that offers flexible working hours and a great opportunity to bring your personality to work?

The Role

We are looking for a dynamic and experienced administrator to support our HR and Payroll function in OnFife.  You will work as part of a small team responding to enquires relating to our people and payroll and play an important role ensuring that the administration in the team is managed in a timely and accurate manner.

In addition to an attractive salary, and family friendly working hours, the post also attracts 32 days annual leave (increasing to 37 days after 5 years), and local government pension scheme membership.

You can view the full job and person spec here.

About You

You will have excellent communication skills with a basic knowledge of HR practices that you will have the chance to expand on and develop in this post.  As a team player you will value people and confidently juggle different demands without losing sight about what is important.

To Apply

If you would like to discuss this post in more detail, please feel free to contact Kirsty.keay@onfife.com. When you’re ready to apply for this position, please submit a recent CV and a covering letter outlining your skills and experience that are relevant to the post along with our Equal Opportunities Form to hr.fct@onfife.com. These can be downloaded from our current vacancies page.

The closing date is noon on Friday 2 December.

OnFife is an equal opportunities employer.

We are proud to support the Armed Forces community and are committed to the Armed Forces Covenant.

Permanent, full-time post, based in Edinburgh/hybrid
Starting Salary £26,756, Band C (pay award pending) plus civil service pension, generous holiday entitlement and other benefits

The Royal Botanic Garden Edinburgh (RBGE) is looking for a Digital Content Executive to join its busy Marketing and Communication team.

You will help to raise the profile of our important work across a host of social media platforms, growing online engagement and creating user-focused content that accurately reflects the Garden’s mission and strategy. To meet our aspiration to deliver key messages on social media through film, video production skills are an essential element of this role.

You should be qualified to degree level, or equivalent, with proven experience in social media management, digital content creation and film production. Excellent copywriting and communication skills are essential as well as the ability to work alone or part of a team, plus the ability to multi-task and to work to tight deadlines in our fast-paced department. Due to the nature of the role, there may be times where you are required to work outside of normal working hours at short notice.

To apply please email recruitment@rbge.org.uk with:
• your CV
• a covering letter outlining the skills, knowledge and experience you’d bring to the post
• a completed equal opportunities questionnaire: EOQ form

Closing date: 12.00 GMT Thursday, 1 December 2022
Interview date: 7/8 December 2022

Recruitment Information:

Job description can be downloaded from our website

If you have not heard from us within 2 weeks of the closing date, please assume that your application has not been shortlisted. No recruitment agencies please.

This role is an exciting opportunity to help shape the future of the National Trust for Scotland (NTS) Corporate Archive Service. As part of a dedicated project team working closely with the NTS Archivist, the Digital Archivist will be responsible for establishing digital preservation principles and good practice at NTS. The role includes undertaking a survey of born-digital records currently held in the archives as well as assisting in the procurement of a digital preservation system for NTS. The post-holder will be supported in their work by the Archive Programme Manager and dedicated external consultants.

The role will include opportunities to contribute to other strands of the wider three-year Archives Review Programme, which includes a review of the physical collections and the re-housing of the Trust’s Corporate Archive, as well as liaising with colleagues in Corporate Services to identify born-digital material being created across the organisation.

The Trust recognises that the management of digital archives is a fast-developing field and is happy to receive applications from any qualified individuals with an interest in developing their experience with digital archives.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

• Lead on a survey of born-digital records already identified as part of the NTS Archive.
• Work with the Archive Programme Manager to review existing born-digital and digitised archival records with a view to making recommendations on cataloguing and access.
• Develop, in consultation with internal stakeholders and external consultants, a digital preservation strategy for the long-term security of the Trust’s born-digital and digitised archives.
• Support the Archive Programme Manager with procurement for and then lead on the roll-out of a new digital preservation system, including documentation and training.
• Develop workflows for a programme to process the backlog of born-digital archives, taking GDPR, copyright, and NTS business needs into consideration.
• Deliver a programme of activities relating to born-digital archives which will contribute to the enhancement of the NTS collections and the Archive Service, with an emphasis on improving staff access.
• Advocate for, and engage with colleagues about, the benefits of long-term digital preservation and best practice relating to digital archives.
• Engage with the wider archive and digital preservation communities as part of comparator analysis to identify good practice and establish monitoring/reporting benchmarks.
• Liaise with the Review Archivist undertaking a review of the physical archive collections to create a collections framework, applicable across the whole of NTS, for paper and digital material that has been identified for permanent preservation.
• Contribute to the development of a vision, strategy, and five-year Action Plan for the Archive Service.
• Work with the Digital Collections Asset Manager to review and improve access to and management of the photographic archive.
• Liaise with colleagues in Corporate Services to continue to develop and manage the retention schedule for digital records created by NTS

The normal day-to-day duties of this role are such that a criminal records check is not required.

REQUIRED QUALIFICATIONS, SKILLS, EXPERIENCE & KNOWLEDGE

Qualifications

Essential
• Degree in a relevant discipline
• A Postgraduate qualification in Archives Administration, or equivalent experience

Desirable
 Driving Licence, valid for driving within the UK

Experience, Skills and Knowledge

Essential
 Demonstrable experience of working with born-digital archives and an awareness of digital preservation practices and systems
 Experience of engaging internal and external stakeholders
 Experience of analysing data and drawing conclusions which can be shared with others
 Expertise in archival good practice and standards within the UK archives sector
 Excellent written and oral communication skills.

Desirable
• Knowledge of, or an interest in, the activities of the National Trust for Scotland
• Knowledge of archives cataloguing systems, such as Axiell Collections (Adlib)
• Experience in documenting processes and workflows
• Practical experience of surveying archive collections
 Experience of working with a variety of internal and external stakeholders
 Experience of change management processes
 Knowledge of managing photographic collections both digital and analogue.

DIMENSIONS AND SCOPE OF JOB

People Management
• This role will work closely as part of the project team and be required to engage with internal stakeholders including NTS IT team and with external consultants.

This exciting temporary role supports the delivery of the Burns Collections Online Project, which will provide direct online public access to the archives and museum collections at the Robert Burns Birthplace Museum (RBBM), via the NTS website. There are two key strands to the role. One is to systematically review, edit and prepare for publication, the images and collections data needed to make the RBBM collections searchable online. This will involve working with the Collections Systems Manager, NTS archivist, and colleagues at RBBM, to develop the data standard, apply that standard to catalogue records, check digital images, and commission and catalogue additional collections photography where there are gaps. The second is to provide project management support to the project team to ensure the smooth running of the project, including record keeping, logistics, arranging and minuting meetings and co-ordinating and creating content for social media and internal communications about the project. There are likely to be opportunities for some research, and development of additional web content as the project progresses.

The Burns Collections Online Project (BCOP) is the first project to share NTS Collections data online using a direct link to NTS collections management systems. The project will open up the museum and archive collections at RBBM to a worldwide audience, and this role will be fundamental to the success of the project.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

• Work with colleagues to develop two enhanced data standards, one for archival and one for museum content, to ensure consistent accessible data across the archive and museum collections at RBBM
• Responsible for a systematic review of all RBBM museum object records in the collections management system.
• Apply the new museum data standard consistently, including editing records and checking image quality
• Using the newly created archive catalogue standard, create around 800 new database records in the archive catalogue of the collections management system
• Detailed assessment of thousands of existing digitised copies of manuscripts in the Digital Asset Management System (DAMS) to identify and remove duplicates, re-catalogue, and tag images, in preparation for online access
• Plan and deliver a full audit of the archival collections at RBBM, along with any re-boxing, labelling and condition checking necessitated by the re-cataloguing process
• Plan and deliver a small programme of prioritised re-photography of RBBM museum collections to ensure a consistent standard across the NTS collections – commissioning photographer, managing the logistics of access to collections and the ingest and cataloguing of images into the DAMS
• Provide administrative and logistical support to the Project Manager and the internal project team, including arranging and minuting meetings, compiling progress reports and stakeholder communications, budget monitoring
• Liaison with colleagues across NTS, including the Collections, Digital, Fundraising, Curatorial and Marketing teams and the digital consultant and digital agency tasked with creating the online experience
• Co-ordinating internal project communications and creating project progress content for social media
• Research elements of the RBBM collections, to create content relating to the RBBM collections for the website

REQUIRED QUALIFICATIONS, SKILLS, EXPERIENCE & KNOWLEDGE

Qualifications

Essential
 A degree in a relevant subject OR demonstrable track record of working in collections management or archive setting

Desirable
 Post-graduate degree in Archives and Records Management, Museum studies or similar

Experience and skills

Essential
 Experience of working in collections management, or digital asset management, in an archive or heritage organization.
 Experience of working with collections management databases, such as Axiell Collections, and digital asset management systems
 Excellent skills in MS Excel, including managing large datasets
 Excellent communication skills and experience of working with a variety of internal and external stakeholders
 Experience in administering meetings and project monitoring
 Analytical skills and scrupulous attention to detail
 Ability to work independently with excellent time management

Desirable
• Knowledge of, and demonstrable interest in, the life and works of Robert Burns
• Experience of working on a collections online project
• Experience of object handling and inventory

DIMENSIONS AND SCOPE OF JOB

Scale
 Responsible for accuracy of data across 3,500 database records – with their associated digital assets.
 Administering a series of project meetings to be held in person, and on Teams – core project team, and stakeholder meetings
 This job will entail some nights away from home, when working on site at RBBM on the audit of the archival collections and supervising the photography of collections

Finance Management
• Not a budget holder, but will be expected to monitor budget spend, retain records and create reports, and raise Purchase Orders in MS Dynamics (training will be given)

Tools / equipment / systems
• Axiell Collections – Museums and Archives modules
• Portfolio DAMS
• MS Dynamics finance system

WHO WE ARE
We’re a forward-looking People Department that supports our organisation’s Strategy through support for our volunteers (2300) and employees (800) – whether as individuals or as managers. Our organisation can seem complex since its workforce is deployed all across mainland- and island-Scotland, in all sorts of workplaces (from cottages to castles, mansions to mountains, gardens to great estates, tearooms, shops, offices – and everything in between), but our work aims to be fair and consistent no matter where and who our people are. We strive to make people processes simple and accessible so that our people can just “get on with the job”, but robust enough to give meaningful management information to help with strategic and tactical development and decision-making. Although the team is dispersed across the country, we enjoy connecting with each other for our work and for social activity: we take our work very seriously, but we like to have fun too.

JOB PURPOSE
This job works with colleagues across the Trust to enable improved performance of individuals and teams. You’ll work on projects across a spectrum of organisational development disciplines (learning & development, engagement, leadership and team development and change management) as well as managing recurring programmes of activity (e.g. the performance review process, the workforce effectiveness survey, managing training suppliers).

KEY RESPONSIBILITIES AND ACCOUNTABILITIES
• Work with leaders across the Trust to understand their areas of work, diagnose organisational development issues, and work with them to create annual plans at a regional / departmental level to deliver improved performance.
• Work with leaders across the Trust to understand bespoke training needs and, where necessary, work with them and external suppliers to build new training interventions.
• Manage all training and development suppliers, LMS and learning tools, to ensure the Trust is able to deliver business-as-usual training.
• Facilitate internal team development and leadership development sessions, tweaking existing tools depending on the situation and – if required – working with the Lead Consultant to develop new ones.
• Manage the planning, roll-out, delivery and reporting of the workforce survey, and support leaders across the trust to implement action plans based on the results and build engagement.
• Review and update existing organisational development processes and toolkits (performance review process, leadership development tools, training provision, etc.), using customer feedback and external best-practice thinking to ensure our products are customer-focused and as effective as possible.
• Work with the Lead Consultant, and with external suppliers, to design and develop leadership development interventions and tools to support organisation-wide development.
• Work across the People function to align OD interventions and recommendations to business- as-usual People processes, and ensure tracking of all OD interventions and processes on the People System.
• Deliver ad hoc People projects to support improved business performance as and when required, which may include managing contractors or suppliers.
• Support leaders in organisational design and change management, using existing trust approaches and adapting these approaches where necessary to enable effective change processes.

How we would like you to achieve this
• We want you to work in a way that is wholly consistent with our stated organisational values and our Corporate Strategy, and our People Strategy, and to be overt in making links between the work you do and those values, so that stakeholders can easily recognize how our work is an essential contributor to the work of the Trust.
• We want you to be as participatory as possible at all levels within the organisation to hear, build-on, and guide suggestions “from the floor” that will move forward the level of service the OD team provides at an operational level and inform our thinking and progress at a strategic level too.
• We would like you to use your existing professional network and knowledge to keep us abreast of current thinking in the field.
• We like to be kept informed so it is important to us that you keep good records relating to your activity and be able to use this swiftly to produce meaningful management information that can inform our decision-making. You need to be entirely comfortable and confident with creating and delivering engaging reports, formal papers, presentations, and activities for different internal audiences (from front-line staff to director/CEO/board level, as well as for external stakeholders).

Who you will be working with
• You will be working within the People Department, reporting to the Head of Organisational Development.
• You will be expected to work cross-functionally within the People Department and across the wider organisation
• You will engage short-term employee resource, contractors, and suppliers to fulfil the differing needs of projects and programmes, and you will be expected to manage these on a “best value” basis.
• Please see the summary organisation charts at the end of this document.
 

REQUIRED QUALIFICATIONS, SKILLS, EXPERIENCE & KNOWLEDGE

Essential:
• Significant experience of a People or HR consultancy role in a multi-site complex organisation, focused on a diverse range of organisational development / organisational effectiveness activities.
• Experience of leading others (including project teams) and influencing across organisational boundaries
• Experience of managing complex projects or programs of work with significant scale and impact.
• Experience of leading the development of new leadership development tools or products, along with knowledge of / expertise in using psychometric tools.
• Knowledge of, and experience in, designing, implementing and maintaining performance processes and approaches.
• Knowledge of, and experience in, managing LMS, LXP, learning tools.
• Experience of using people data (such as workforce survey or workforce planning data) to provide analysis and insight to senior leaders and developing action plans on the back of this.
• Ability to think and operate at both tactical and strategic levels; experience of working with, enabling (and challenging) senior leaders.
• Demonstrable practitioner experience of developing a wide range of organisational development support products (FAQs, scripts, online learning modules, tool-box talks etc).
• Highly proficient user of IT in general: word-processing, spreadsheets, presentations etc.
• Confidence and ‘presence’ to be a highly-visible and highly-effective team member within the Department, across the Trust, and to external stakeholders.

Desirable
• Post-graduate qualifications in business management (e.g. MBA) or HR / organisational development qualifications.
• British Psychological Society qualifications (Level A & B).

Just so you know…
The Trust has a set of Values we would ask you to work within, and these apply to everybody in the Trust irrespective of their role or job. You can find out more here: https://www.nts.org.uk/our-work/our-manifesto-and-values
This means we want you to have:
 The ability and willingness to understand others’ perspectives and to consider the impact of your actions on them and to adapt your actions as necessary;
 The ability and willingness to learn and try new things, to be flexible and step outside of your comfort zone;
 An open and honest way of communicating, ready to ask others for their ideas and to be open to hear and consider different points of view;
 A pro-active approach to taking initiative and to driving forward ideas and projects designed to improve daily operations and deliver an exceptional visitor experience.

CONTEXT
The National Trust for Scotland is an independent charity set up in 1931 for the preservation and conservation of natural and human heritage that is significant to Scotland and the world.

The Trust has gone on to become Scotland’s largest membership organisation and a leader in conserving and promoting the nation’s treasured places and collections so that they can be enjoyed by present and future generations.

The Customer and Cause team exists to inspire visits to our places across Scotland, grow membership and drive donations to support our work. Within the Customer and Cause team sits marketing, fundraising, communications, content and design and supporter care.

PURPOSE OF THE ROLE

The wider purpose of the role is to support the interactions we have with our supporters ensuring that we build meaningful relationships with them through our excellent supporter care to encourage loyalty of support and in turn, generating the vital funds we require for the continuation of our charity’s work.

The specific purpose of the role is to provide excellent service and care to our many supporters, including but not limited to members, donors, and visitors. It’s your role to build strong relationships, offer great service and encourage future support, providing a positive experience of the National Trust for Scotland. As well as processing memberships and carrying out administrative tasks, you will be the first point of contact for general enquires for the organisation and It’s your responsibility to ensure that every interaction leaves our supporters, or prospective supporters, feeling thanked and valued and most importantly excited to continue or start their membership and support to the National Trust for Scotland.

KEY RESPONSIBILITIES

1. To deliver exceptional supporter care across multiple channels – In most cases you are the first line of enquiry either by telephone, email, social media, letter or occasionally face to face.
2. To be welcoming and helpful for people contacting our charity who may have a question or feedback.
3. You will present a professional and proactive approach to supporter retention and recruitment
4. You will respond to enquiries in a timely, considerate and caring manner adhering to our specified SLA’s
5. You’ll be expected to know the Trust’s activities, products and policies and be able to communicate them confidently to our visitors, members and donors.
6. You will be expected to manage customer data in accordance with GDPR and PECR regulations and be proactive in ensuring data is up to date and accurate
7. Provide support to the Supporter Care Manager, CRM manager and other internal departments with time-critical, data sensitive tasks.
8. You will ensure all interactions with supporters are logged in the CRM system and where appropriate passed on to the relevant department(s).
9. You will take payments from supporters either using an online payment system via the phone or by processing cheques. As well as managing refund requests and payment enquires.
10. You will be expected to take responsibility for enquiries and complaints raised by supporters and proactively seek satisfactory and timely resolutions.
11. You will be responsible for administration tasks to service supporter relationships including processing memberships, gift aid, direct debits, data cleaning and consents
12. You will be involved in various system testing ensuring that they are fit for purpose.
13. You will be proactive in process improvement and development and will maintain and create guidance notes for areas of your work.
14. You will work with different teams, including those based in our properties to provide training and promote the important of good supporter care.
15. You may be involved in outbound retention and recruitment campaigns via telephone, email or mail.

SCOPE OF ROLE

People Management
• No people management
• Key internal relationships including supporter care team, property teams, fundraising, finance, marketing, communications and commercial teams

Financial Management
• No direct budget management but on occasion will be dealing with financial tasks such as direct debit processing or payments over the phone.

Hours of work
• Normal working hours, 40 hours per week inclusive of 1 hour lunch. Our core business hours at 9 – 5 and on a rare occasion you may be asked to work evenings and weekends as required.

SKILLS, EXPERIENCE & KNOWLEDGE
The above outlines the key skills the job holder will need to possess and exercise. In addition, either knowledge of or experience in the following is required:

Essential
• Experience of working in a customer or supporter facing role
• Experience of using Microsoft Dynamics CRM or any CRM database system
• Administration experience and a confident user of Microsoft office systems
• Organisation skills and strong attention to detail
• Enjoy working with people and take pride in finding solutions
• Strong communication skills (both written and oral)
• Polite and tactful in approach
• A proactive approach to your work with excellent problem-solving skills.
• Ability to multitask and prioritise workload to ensure our supporters come first
• Work well under pressure.
• An understanding of data protection legislation in relation to handling personal data.

Desirable
• Experience in the charity, not for profit sector
• Experience of working in a call centre environment
• An interest in Scottish built, natural and cultural heritage

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

This a test job for debugging purposes.

Development Assistant
Full-time, Permanent
Salary £21,379- £23,553 per annum (Band 7)
Hybrid

THE ROLE

The Development Assistant supports the administration of the Friends membership scheme and the Friends events programme. The role also provides general administrative support to the Development Department’s activities and supports the effective administration of fundraising systems. Reporting to the Development Co-ordinator, you will work closely with the wider Friends team.

The primary function of the post is to provide an excellent standard of service to our Friends, Patrons, and supporters, as well as providing administrative support for colleagues in the Development team. Alongside supporting administration and delivery of our Friends scheme, you will have the opportunity to work across the full range of fundraising activities.

The Development Department works to create long-term relationships with individuals and organisations to support the work of the National Galleries of Scotland. As well as the Friends programme, the team works to raise money from trusts and foundations, individual giving, corporate supporters and legacy giving. This work supports a range of projects across the organisation including exhibitions, learning and engagement programmes, conservation activities and acquisitions, as well as major capital fundraising campaigns.

Your duties will include, but not be limited to:
Donor and Membership Stewardship
• Ensuring that all membership correspondence is dealt with timeously and managing the administration and processing of membership applications and renewals.
• Assisting with the effective processing and banking of payments and acknowledgment letters and be responsible for all Direct Debit systems.
• Responsible for the smooth running of the departmental administration, including processing purchase orders using the e-request system.
• Working with the Friends Advisory Committee and other volunteers where relevant in the administration of the Friends scheme and Friends events.
• Assisting with regular communications to Friends and Patrons.
• Ensuring that Friends, Patrons, and donor information is kept up to date on the database and in line with the Data Protection policy.
• Assisting the Development Co-ordinator in providing analysis and statistical reporting on the Friends and other Development activities.

Events
• Assisting the Friends team with the Friends events programme and administering Committee meetings to the highest standard.
• Assisting with the Friends event bookings administration, efficiently handling payments, tickets and recording on the database.
• Supporting Friends events by preparing guest lists and attending and running selected events.
• Assisting with other Development events as needed.

Development Support
• Providing administrative support for funding proposals, evaluations and research as needed.
• Supporting members of the Development Team with other fundraising projects as required.

Other
• Responsible for website updates and intranet content for the Development Department.
• Supporting on email communications to Friends and Patrons as required.
• To keep abreast of developments in the fundraising profession and ensure compliance to best practice.
• Participating in the running of the Development Department, attending staff meetings and other meetings as required.
• To undertake other appropriate projects as required.

KNOWLEDGE, SKILLS, AND EXPERIENCE

The following range of knowledge skills and experience are required. Please ensure these are reflected in your application. Shortlisting for interview will be based on meeting these requirements.

Essential
• Ability to organise, meet deadlines and prioritise work.
• Excellent communication skills, in-person, written, and over the phone.
• Experience using Microsoft Office systems.
• Sound administration skills and meticulous attention to detail, ensuring efficient management of the systems that underpin fundraising activities.
• Capacity to work flexible hours from time to time to support evening and weekend event delivery, and in response to changing priorities.

Desirable
• An enthusiasm for and interest in the National Galleries of Scotland and arts, culture, and heritage.
• Experience of using Spektrix or a similar fundraising and/or ticketing database.

 
ABOUT US

The National Galleries of Scotland (NGS) is home to one the world’s finest collections of art, which ranges from the Middle Ages to the present day. Our spectacular buildings house the world’s greatest collection of Scottish art, and a world-renowned collection of Scottish and international photography, welcoming many visitors to our three principal sites in Edinburgh: the Scottish National Gallery, the Scottish National Gallery of Modern Art, and the Scottish National Portrait Gallery. The National Galleries of Scotland aims to preserve, display, and augment the collections for the enjoyment and education of the widest possible public and to maintain NGS as a centre of excellence.

This is an exciting period of renewal for NGS, as we move forward with our engaging strategic vision that puts our audience at the heart of what we do. We’re making it our mission to broaden our impact, matching our rich collections, expertise and creativity to the needs and wants of our visitors. We’re finding new ways to connect with more people, and creating an innovative, inclusive organisation that can meet the challenges of our ever-evolving world.

‘Art for Scotland: Inspiration for the world’ is Our Vision. Inclusive, original, and ambitious – we will make the national collection accessible to all and inspire curiosity across the world.

At NGS we are committed to looking at how we operate as well as how we engage with our visitors and communities. We want to play our part in tackling the Climate Emergency. We will ensure Equality, Diversity, and Inclusion (EDI) is embedded across our organisation, ensuring everyone feels a sense of belonging and can be themselves.

NGS are working towards reducing our environmental impact and aim to have net-zero carbon emissions before 2045. Our response to the Climate Emergency and EDI is integral to our work and all our colleagues and departments play a part in achieving this. Our primary Climate Emergency focus areas are engaging our communities, improving our operations, and adapting to future climate changes.

SUMMARY TERMS AND CONDITIONS

Salary £21,379 – £23,553 per annum
Starting salaries will normally be at the minimum or at a rate that reflects qualifications and/or experience which are of special value for the post, and which are above minimum entry requirements.

Hours 42 hours per week inclusive of a one-hour lunch break each day.

This post entails some evening and weekend working as necessary for events. Flexitime and time off in lieu systems are in operation.

Annual Leave 25 days per annum (this moves to 30 days after 5 years continual service) plus 11.5 public and privilege holidays per annum, pro-rata depending on hours

Pension Civil Service pension provisions enables the National Galleries of Scotland to offer a choice of occupational and stakeholder pensions, giving you the flexibility to choose the pension that suits you best.

The closing date for completed applications is Sunday, 23 October 2022