Admin, Finance & IT

We are seeking a dedicated and detail-oriented Office Administrator to join our team on a temporary basis for 6 months, with the potential for the role to become permanent. This role encompasses the responsibilities of a Membership Officer, along with managing organisational mailboxes, responding appropriately to customer emails, answering telephones, and assisting the Accounts Administrator as needed.

The Office Administrator will play a crucial role in managing our membership database, enhancing member communications, producing a members’ newsletter, and maximising Gift Aid revenue for the Trust. This role is pivotal in ensuring our members have an enriching and engaging experience while supporting overall office functions.

This is an exciting and interesting role which contributes to the smooth and efficient running of one of the National Trust for Scotland’s busiest visitor attractions Mackintosh at the Willow

Through the provision of administrative support and excellent customer service, you will act as the first point of contact for internal and external enquiries, play a key role in team communications and coordinate many other property processes and systems.

The role requires positivity, flexibility, strong organisational skills and an attention to detail, with responsibilities covering finance, and public-facing activities.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

Coordinate income reports and cash-handling processes for Mackintosh at the Willow, including weekly sales and visitor statistic recording, and the reconciliation of tills and petty cash, plus additional monthly and year-end activities.

Become a super-user of the Trust’s online finance management and purchase order/invoice system, providing ongoing support and advice to other team members, and liaising with the NTS finance team to investigate issues as they arise.

Contribute to clear internal communication and team cohesion across the properties by sharing important messages, news, and policy updates, as requested, through a variety of channels, including emails, shared calendars, staff notice boards, and arranging and recording team meetings/action points.

Provide excellent customer service as the first point of contact for enquiries and correspondence from colleagues, visitors, local community, partners and suppliers via mail, email, telephone, social media, and other online platforms.

Support event, travel trade and venue hire & education activities – including the set-up of online bookings via Eventbrite, hospitality booking system and email. Assist in the coordination of events on site.

Work closely with the Operations Manager, General Manager and Heads of Department on establishing and maintaining strong, consistent administrative routines – from enforcing office housekeeping standards to the replenishment of supplies like stationery, first aid kit and uniforms.

Collate and process new Membership forms onto the NTS portal.

Assist with gathering photo and story content for marketing purposes, helping schedule social media posts and ensuring our on-site information posters and resources are kept up to date.

Oversee the property’s electronic and paper filing systems and archives to ensure they are organised, easy to navigate and meet the requirements of data protection legislation (GDPR) and the Trust’s data retention policy.

Support the cyclical update of property health & safety systems, including notifying team of risk assessment review dates and compliance record-keeping.

Offer a flexible administrative service to all managers and their teams as required.

Support Operations Manager, VSMs and HODs with compliance record keeping for the property

Assist with general visitor services departments to provide relief cover, including catering & hospitality, retail, housekeeping, admissions, and events as required. Full training will be given across each area.

Full-time and Permanent
Salary £51,897 – £60,219 per annum
Plus generous benefits package
Hybrid / flexible working

About the role

We have a vitally important and rare opening for an experienced Governance and Compliance specialist to join our team.

This is an exciting role that has a wide reach across the organisation. By nature, it’s a role that requires engagement with many stakeholders internally and externally. Therefore, you’ll have a terrific opportunity to shape best practice across the organisation within the scope of your responsibilities. 

You’ll be comfortable in a senior position, either moving from a similar post or looking to advance your career. You will use your strong communication skills to build positive relationships with senior stakeholders and colleagues.

The ideal candidate must already have substantial, proven experience of: 

– Owning and leading Business Planning, Performance and Risk Management for an organisation. 
– Corporate governance administration processes and compliance. 
– Working within an Executive-level environment (business or charity sector), including formal or equivalent experience of complex Board administration and stakeholder engagement.

 

The difference you’ll make

Your responsibilities will be varied. Each day will be different, with new challenges that push your capabilities. Reporting to the Director-General your duties will include:

– Ensuring our critical business planning, performance and risk management strategies are fully aligned, supporting the execution of strategy, and minimising risk, ensuring our procedures and processes are subject to best practice governance and compliance. 

– Coaching and leading a small talented team, focusing on their development through coaching. Reporting directly to this role is the Compliance Manager, Records & Information Manager and Legal Counsel. 

– Providing comprehensive support to our Board and Leadership Team (LT), partnering closely with LT, and ensuring alignment of activity.

– Serving as a trusted and informed support to the Chair of the Board and its Trustees, enabling comprehensive delivery of Board-related activity, including all meetings, minutes, and operational management of the Board’s activities). 

– Managing the administration and support the activity of the Board (and related Boards and Committees) to ensure rigorous and effective governance, coordinating activity and provide support to LT as required. 

 
Planning, Performance and Risk Management 

– Planning, performance, and risk management, ensuring working with the Chief Operating Officer, and LT colleagues, to align our strategic and business planning, performance management and risk management operations, navigating through uncertainty and risk.

– Ensuring the set up and delivery of organisational key performance frameworks and indicators annually to deliver organisational priorities and demonstrable impact on outcomes. 

– Promoting a positive risk culture by developing our risk planning, overseeing the ongoing continuous improvement, leadership engagement and quarterly monitoring/reporting. Proactive management of risk registers aiding the embedding of risk into the strategic planning process. 

– Reporting on performance to LT/Board of Trustees and feeding into annual performance indicators, proactively addressing shortfalls, and identifying actions. 

 
Governance and Compliance 

– Ownership of corporate governance and compliance – advising on and managing compliance. 

– Developing robust organisational policies as required to deliver strong corporate governance and compliance practices ensuring these are embedded in the organisation. 

– Liaising with government bodies as needed, developing the relationship with the sponsor team. Coordinating consultation on new legislation/ national or sectoral policy responses. 

– Providing information management and governance leadership on records and data. 

– Being the Senior Information Risk Owner (SIRO) for the organisation. 

– Working with the Director of Finance, responsible for our assurance framework. 

 
Projects and Reporting

– Leading and delivering various projects related to the strategic plan and organisational priorities. 

– Working with the Director of Finance, producing trustee annual report and governance statement. 

– Ensuring the timely escalation of governance, risk and compliance issues to LT and Trustees as required.  

 
Other duties: 

– Oversight and support for Gaelic, DP, FOI, equalities compliance. 

– Legislation – NH Act, Ethics, Consultations (sector/government), Charity. 

– Budget management. 

– Membership of external stakeholder groups, for example, Museums Galleries Scotland. 

– Membership of the Extended Leadership Team. 

Please apply directly via our careers portal.

The closing date is 12 noon on Monday, 19 August 2024.

The Role

Working within the wider Science Learning and Exhibitions Team, the Senior Community Learning Coordinator will be responsible for the development and management of GSC’s CLD programmes that support community capacity building through the channels of Community Based Adult Learning, Family Learning, Youth Work, and community engagement.

The Senior Community Learning Coordinator will be working towards creating a sustainable business model to ensure GSC’s CLD programme can continue to grow and deliver impactful engagement into the future.

To lead the development and implementation of the GSC’s CLD strategy and programme to expand its reach and impact.

To establish, build and maintain partnerships with external organisations to increase our reach and influence.

Working with GSC’s STEM Learning and Business Development Managers to source and access funding from various sources for the development and delivery of programmes to meet identified needs.

Full job description is available to download at the bottom of this page.

Providing a comprehensive HR Advisory service to senior managers, line managers and staff across GSC whilst working closely with HR colleagues. Advising on all aspects of the employee lifecycle, undertaking or supporting case management activity using professional HR and legislative knowledge.

Coaching and influencing managers to ensure staff are managed and developed in line with best practice principles and GSC’s strategic objectives.

Contributing to projects to progress the People and Organisational Development (POD) plan.

You are a people person with excellent communication and interpersonal skills and enjoy working collaboratively with others using your advisory skills across a range of people management activities.

You have solid working knowledge and understanding of employment law, HR policy, procedures and best practice and use this to support managers and staff to achieve organisational effectiveness.

You have strong IT skills with experience of using HR systems and Microsoft 365 suite.

Most of all, you are passionate about the work that GSC does and share our company values.

JOB PURPOSE

You will be responsible for the providing administration support to the four properties within the Aberdeenshire South cluster, specifically Crathes Castle, Drum Castle, Craigievar Castle and Leith Hall. 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):

Management of all purchase orders for Aberdeenshire South sites, including raising, receipting, reconciling, etc;

Primary point of contact with NTS Purchase Ledgers, for all matters relating to purchase orders, invoices and queries;

Booking of contractors for site works across all of Aberdeenshire South, and liaison with contractors where required;

Primary admin support to Operations Manager;

Duty Management of Aberdeenshire South sites as required, such as holiday or sickness cover;

Management of all social media across Aberdeenshire South sites, in accordance with the standards as laid down by NTS Social Media Manager and Operations Manager;

Management of all social media content creation across Aberdeenshire South sites, including the management of weekly content ideation Teams calls with VSMs/Head Gardeners/Cluster roles, management of shared storage for content, and management of Brandwatch analytical tool;

Participation in monthly testing/learning Teams calls with NTS Social Media Manager and NTS Marketing Manager to ensure all decisions on social media are data driven to maximise effectiveness;

Property correspondence (mail, email and telephone);

Filing and record-keeping;

Diary management for Aberdeenshire South property diaries;

Processing of membership applications Aberdeenshire South sites;

Meetings support (agendas, minutes, etc);

Cashier duties (reconciliation and recording);

Data entry of takings, statistics – weekly, monthly and ad hoc.

Role overview:
We are seeking an analytical and organised Finance Assistant to join our team. The Finance Assistant will support the finance department by performing various administrative, financial and IT tasks. The ideal candidate will have strong numerical aptitude, excellent communication skills and the ability to work efficiently in a fast-paced environment.

Purpose of the job:
The Finance Assistant role is to provide essential support to the Finance Team by assisting with various accounting and financial tasks. The Finance Assistant will help facilitate smooth operations within the finance team, contributing to the overall efficiency and effectiveness of the financial processes. Additionally, the finance assistant provides a crucial role in supporting the organisations financial health and objectives.

In discharging theses accountabilities, the Finance Assistant is responsible for:
Duties and responsibilities
• Purchase Ledger and Cashbook maintenance using Sage 50 Professional.
• Maintaining and opening accounts for new suppliers
• Raising and processing purchase orders
• Posting invoices and allocating to purchase orders
• Processing suppliers’ payments, individual invoices and routine payment runs
including domestic/international
• Frequent communication with suppliers regarding invoices and payment queries
• Analysing and posting accruals, prepayments and other journal entries
• Preparing monthly reports adhering to deadlines and extracting data from the
systems.
• Creating and maintaining numerous spreadsheets
• Reconciling and posting daily income from various departments
• Bank reconciliation – Managing and reconciling various payment streams.
• Petty cash maintenance
• Updating cashflow on spreadsheets
• Assist with IT support
• Maintain the IT asset register and record any changes with equipment and
programs
• Ad hoc managing our online booking system – Amending bookings and
processing refunds

Team Skills:
• Be polite and attentive to all our guests and colleagues
• Attend annual Performance and Development (PAD) Reviews with your line
manager
• Dependability and accountability
• Show initiative and motivation

Person Specification
Knowledge & Experience:
– Prior experience of working with Microsoft Excel
– Previous accounting/finance role experience (Preferred)
– Prior experience working with Sage 50 Professional (Preferred)
– Prior experience working with a booking system

Skills:
– Excellent IT and customer service skills
– Proficiency in Microsoft Excel and Sage 50
– Strong analytical and problem-solving skills
– Knowledge of financial regulations and compliance standards
– Excellent attention to detail and accuracy
– Ability to prioritise tasks and manage time effectively
– Strong communication and interpersonal skills, both online and face to face
– Ability to work alone, and to work well under pressure

Personal Attributes/Behaviours
– A highly motivated individual with initiative and a positive, proactive approach to
challenges
– Flexibility to adapt to an ever-changing environment
– A team-player
– A car-driver to get to our mountain location in the Cairngorms National Park

The role will require a reasonable degree of flexible working to meet the operational needs of the business, which operates 7 days per week, 364 days per year and is variable in nature due to seasons.

We are looking for a proactive, dynamic administrator who will help us recruit, induct & support our team, and look after the general needs of a busy & vibrant office.

What about you?
A confident user of Microsoft Office – or a fast learner!
An engaging communicator overflowing with a warmth of spirit
An inquisitive, keen learner with a thirst for knowledge.
A passionate and enthusiastic supporter of our team.
A hardworking, flexible problem solver determined to raise the bar.
A cheerful and outgoing administrator ready for a double measure of fun!

What will you be doing?
Advertising vacancies, filtering CVs, arranging interviews, co-ordinating our induction process, organising training, accurately compiling induction paperwork & looking after a busy office.

Contract Full-time 36.25 hours per week
Hours Monday – Friday, 9am to 5pm
Salary £25k to £30k dependent on experience
You will be busy; but working in a fun environment where you will be encouraged to reach your full potential through regular training and coaching

What about us?
We are a team of friendly and passionate people working in a five-star visitor attraction. We exist to make the world fall in love with Scotch whisky! Why not have a look around our website, or to get a better feel for our team’s enthusiasm, expertise and personality, why not read our blog?

Interested?
Are you keen to learn & to help us create & support our dynamic team? Then we’d love to hear from you! Maybe you’ve worked in tourism before, or a busy office environment. If so, your application will really stand out. But this isn’t essential; just tell us why you’d love to join our team.
Please send your CV to jobs@scotchwhiskyexperience.co.uk
Please also tell us the following:

What attracted you to apply for this position?
Tell us which element of the role appeals to you most? 

We look forward to hearing from you!

The Royal Botanic Garden Edinburgh explores, conserves, and explains the world of plants for a better future. We are a world leading botanical institute and international visitor attraction taking positive action for plants and people; from local communities across Scotland, to more than 40 countries around the world. Our priority is to tackle the biodiversity crisis and the climate emergency and support the conservation and sustainable use of biodiversity. Our work builds on our more than 350-year history as a scientific botanic garden, a centre of biodiversity education and training, the internationally important botanical collections in our care, and our extensive international partnerships.

We are looking for an experienced Procurement Manager to join our Finance, Corporate Governance & Risk team. This is a highly responsible role providing technical expertise and advice to colleagues across the organisation. You will get involved in all stages of the procurement process and be the first point of contact for stakeholders on anything relating to procurement.

In particular, the role will be responsible for a number of complex and demanding areas including:
• Continued development of a decentralised procurement process to standardise and simplify procurement approaches across the organisation
• Monitor, review and update our existing policies and documentation
• Provide advice and guidance to our staff involved in the procurement of goods, works and services, including catering and commercial contracts
• Develop standardised process and contract templates for use across the organisation based on the Scottish Government ‘Procurement Journey’
• Ensure compliance with all relevant procurement legislation
• Ensure that environmental and sustainability is embedded within all our procurement activities
• Explore all avenues of potential procurement collaboration
• Manage the process of utilising Scottish Government and other public sector framework contracts across the organisation

Applicants will need a demonstrable track record of knowledge and expertise in public sector procurement processes and procedures and in depth knowledge of Scottish and UK procurement legislation. As a non-departmental public body and a registered charity we operate within the accounting and governance requirements of both the public and charity sectors, and knowledge of both areas would be advantageous. In addition you’ll ideally be a member or working towards membership of the Chartered Institute of Purchasing and Supply (CIPS).

Although we see this as a full-time role, applications will also be considered from exceptional candidates looking to work on a part-time basis.

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 – available on our website

JOB PURPOSE

This role carries out end-to-end payroll and pensions processing, ensuring timely and accurate payments to ca. 1300 staff, compliant with regulatory requirements and by delivering excellent customer service. As well as cyclical payroll/pensions activity it will support the ongoing development of our processes, and will act as deputy to the Payroll & Pensions Manager.

We offer a generous annual holiday entitlement as soon as you start
working with the Trust – for a full-time employee, it’s 30 days per year plus
7½ days around the festive period.

Generous employer pension contributions available

You will receive an employee card, which gives free entry to you, any of your children under the
age of 18 and one other adult to National Trust for Scotland and National
Trust properties, as well as a 20% discount on most purchases in National
Trust for Scotland retail outlets.

The Trust currently operates its payroll through a bureau service. However, the aim is to bring Payroll back ‘in-house’ using the Access PeopleXD HR & Payroll system. Initially, this role will support the Payroll & Pensions Manager in the delivery of the project to remediate the Payroll system, as well as carrying out day-to-day payroll activities to support payroll bureau, line managers and staff.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

Day-to-day running of cyclical payroll and pension processes for ca. 1300 employees, including (but not limited to):

Processing starter, leavers, and contractual changes in the payroll system

Processing statutory deductions and notifications, including PAYE, NI, Study Loans, Court Orders

Calculating and processing statutory and occupational absence payments, including SSP & SMP

Processing all payroll liabilities, including third-party payments as required

Carry out payroll and pensions reconciliations to ensure accuracy of payments made

Responsible for preparing of monthly BACS file

Assisting with the year-end process, including producing P60s, P11Ds

Ensuring that relevant records are retained for audit purposes

Resolving staff pension and payroll queries

Ensuring pension administration is undertaken on a cyclical or ad hoc basis, including (but not limited to):

Carrying out pension enrolment, and processing opt-ins and opt-outs

Making changes to pension schemes and contributions levels (driven by policy, product, or legislation)

Undertaking payroll and pensions administration (including, but not limited to):

Acting as a first point of contact for all payroll related matters, including management of internal payroll mailbox

Liaising with third-party providers as required, including HMRC and pensions providers – for example, resolving enquiries from them, providing or seeking data as required

Supporting strategic and tactical payroll and pension planning through the provision of data and reports as required

Supporting line managers to ensure correct processes are followed

Supporting the Payroll & Pensions Manager with the continuous improvement of the payroll processes

Supporting the Payroll & Pensions Manager with the development and delivery of employee awareness sessions and training

Working closely with People Team to ensure seamless payroll processing

Acting as the deputy for the Payroll & Pensions Manager in their absence or at their request, assuming full responsibility and accountability for payroll and pensions processing.

KEY RESPONSIBILITIES

Administrative support to the Operations Manager and other key departments as required

File management (filing, scanning, maintenance of regional drive, archiving).

Managing office petty cash, receipts and claims.

Managing postage.

Assisting property staff with ordering and system queries as required.

Providing the first point of contact at Newhailes and ensuring that communications are answered, forwarded and recorded effectively and in a timely fashion

Organising meetings, circulating advance papers, taking and distributing minutes and monitoring action points required of staff

Processing financial transactions (e.g. cash handling, data entry, purchase ordering, and expense claims) on a regular basis using an IT-based finance package

Share in the common responsibility of implementing the Trust’s “Health & Safety Policy”, being mindful at all times of the health and safety of self, staff, volunteers, and visitors

Attendance at meetings with the Operations Manager and other activity managers to openly discuss ideas, problems and solutions to the delivery of improved visitor experience at the property.

Taking and processing educational/group bookings and liaising with relevant departments to ensure the smoothing running of each

Management of the property diary and preparation and distribution of the weekly programme as well as other reports as required

Maintaining key safe and security/access arrangements for staff and visitors.

Acting as “Fire Warden” for regular testing and activations and providing training for property staff.

Booking and supervision of reactive and planned maintenance contractors

Placing orders and completing necessary documentation as and when required

Ensuring H&S and GDPR compliance at Newhailes, Inveresk and Malleny as well as the non visited and residential let properties in the cluster.

Provide an excellent level of customer service to all external and internal customers.

Organising and overseeing refuse collection, and recycling arrangements.

As and when required act as Duty manager in support of Operations Manager and other activity managers