Admin, Finance & IT

Who we are
The National Trust for Scotland is the independent conservation charity that for 91 years has saved, maintained and shared many of the country’s most loved places, rich with history, heritage, nature and culture. The charity celebrates Scotland’s heritage and with more than 100 places in its care, there’s a place for everyone to love.
The Customer & Cause department encompasses the Trust’s Fundraising, Membership and Marketing functions as is therefore responsible for securing the majority of the charity’s income, as well as managing key functions such as customer services, the Trust’s website and public relations.
Job purpose
The specific purpose of the role is to support the Director of Customer & Cause in co-ordinating the work of the department. This will include maintaining and tracking workplans, updating forward planning calendars and schedules, assisting Heads of Services and other colleagues to manage their budgetary responsibilities by acting as the central operator of the Finance Microsoft Dynamics package, the collation of data for reports, including submissions to the Trust’s Board of Trustees and Executive Committee, acting as the departmental “secretariat” by organising meetings and activities, supporting Customer & Cause and inter-departmental project steering groups, taking minutes and carrying out general administrative duties as required.
What we want you to be responsible for
• Ensuring that any governance and compliance issues are documented, escalated to the Director of Customer & Cause and tracked to conclusion
• Collating Customer & Cause objectives and activities into a workplan; monitoring progress against that workplan; reporting progress, and liaising with senior departmental colleagues on remedial actions or changes they need to make
• Keeping a clear and accessible record of all Customer & Cause activity to support governance, compliance, and audit requirements
• Supporting the Director of Customer & Cause by dealing timeously with paper and email correspondence, telephone enquiries, organisation of meetings, events, lunches, travel, accommodation, diary management, taking/distributing meeting notes or actions, collating data etc. and the coordination and provision of support documents (e.g. files, reports, minutes, meeting papers)
• Supporting the wider Department with (for example, but not limited to):
o Financial transactions
o Collaborative team projects/events
o On-boarding, induction, and training of new (Departmental) colleagues
o Booking of external training provision
o Project administration and liaison
o General administration.
o Data management
o Process improvements.
Who you would be working or liaising with
• You would be working within the Customer & Cause Directorate, reporting to the Director of Customer & Cause
• The Heads of Fundraising, Marketing, Membership and Communications
• External providers, including for supporter services fulfilment, marketing and public relations
• You will work particularly closely with other functions across the organisation:
o Operational Regions and Departments
o Legal & Governance
o Finance
o Data Protection
o IT
o PA to the Chief Executive
o Business Executive Support Team
• Please see the summary organisation charts at the end of this document.

JOB PURPOSE

The National Trust for Scotland is the independent conservation charity that for 91 years has saved, maintained and shared many of the country’s most loved places, rich with history, heritage, nature and culture. The charity celebrates Scotland’s heritage and with more than 100 places in its care, there’s a place for everyone to love.

The Communications Manager will join the charity’s small and busy Communications Team on a fixed-term basis to manage and help deliver external and internal communication activities that support our charity’s vision, objectives and brand. 2022 is an important year for the Trust, as we begin implementing our ten-year strategy, Nature, Beauty & Heritage for Everyone.

The existing Head of Communications is to act as interim Director of Customer & Cause (the department in which Communications is located alongside our Fundraising, Membership and Marketing Teams), and in turn the existing Communications Manager will take over as interim Head of Communications. The postholder will therefore assume the Communications Manager’s role in order to enable her to focus on her new responsibilities.

The specific purpose of the role is to deliver a planned programme of communications to the media and the Trust’s many external and internal stakeholders with a view to delivering high levels of coverage, thus inspiring visitors, members, supporters and our workforce. You’ll work with our external Public Relations agency partner and on your own initiative to develop communication plans that will enhance the reputation of the Trust and promote its work and the benefits it brings to Scotland.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

• Working with colleagues across Trust and particularly in the Customer & Cause directorate to manage and deliver communications plans and activity that supports the Trust’s strategic objectives.
• Working with inhouse and agency colleagues, create and deliver on brand and on message content for use on Trust and external channels which promotes the work of the Trust.
• Building and managing relationships with key media contacts to maximise positive coverage of Trust stories.
• Working across the customer and cause directorate to develop engaging communication plans as part of national campaigns for fundraising, membership or visitors.
• Developing a plan of engaging internal communications to promote a positive working environment for staff and keeping them informed of developments across the Trust.
• You’ll support the National Trust for Scotland’s properties, regions and departments in developing their own communication activities, ensuring that they don’t clash with national activity and are within the agreed guidelines.
• You’ll ensure the at Trust maintains a and effective and timeous response to media enquiries, including on an out of hours basis.
• Providing advice and support to senior managers and Trustees on media and reputational issues.
• You’ll be flexible with a willingness to work non-traditional hours and be available to travel in the UK

JOB PURPOSE

The Communications Executive will join the charity’s small and busy Communications Team to help deliver external communication activities that support our charity’s vision, objectives and brand. 2022 is an important year for the Trust, as we begin implementing our ten-year strategy, Nature, Beauty & Heritage for Everyone. This role will be involved in creating content for a wide range of audiences, using Trust and external channels, with the purpose of encouraging more people to visit and enjoy the properties in our care.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

SHARING STORIES
• Working with colleagues across Trust and particularly in the Customer & Cause directorate to deliver a programme of communications activity that supports the Trust’s 2022/23 visitation and new membership objectives through earned media.
• Working with inhouse and agency colleagues, create and deliver on brand and on message content for use on Trust and external channels which promotes the Trust’s seasonal events programmes.

CO-ORDINATION AND ADDING CAPACITY
• Working with Customer & Cause and agency colleagues to ensure that all activity is scheduled for maximum impact.
• Work across Customer & Cause on a range of content projects and tasks including writing for website and internal channels, creating video for same and other tasks as required.

REQUIRED QUALIFICATIONS, SKILLS, EXPERIENCE & KNOWLEDGE

Qualifications

Essential
▪ Degree in a relevant discipline or equivalent practical experience

Desirable
▪ Driving Licence, valid for driving within the UK

This role does not require you to undertake a criminal records check.

Experience

Essential
• A creative approach to storytelling
• Proven verbal and written communications skills
• Competence in using Microsoft Office packages
• Experience in using web and digital-based channels
• Good teamwork skills
• A proactive approach to problem-solving
• Demonstrably high-levels of interpersonal skills and confidence in dealing with a wide range
of stakeholders

Purpose of the role

To assist with the accurate and timely processing of banking transactions, incoming and outgoing payments from/to debtors and creditors. Ledgers Assistants work primarily in either Sales, Purchase Ledger or Cashroom sections at the discretion of the Trust, but will be expected to work flexibly between the two to suit the demands of the Department.

Deliverables
Purchase Ledger:
 Ensure that invoices and credits are processed timeously and correctly and applying the Trust procedures to meet our obligations to suppliers.
 Prioritise workload to ensure deadlines met
 Reconcile records with supplier records to ensure consistency and accuracy.
 Assist with general office routines such as filing and reviewing reports to ensure the smooth operating of the section.

Sales Ledger:
 Ensure that incoming payments from debtors are processed against invoices issues, timeously and correctly and applying Trust procedures to pursue outstanding debts.
 Assist with the preparation of banking and reconciliation of cash.
 Assist with general office routines such as filing and reviewing reports to ensure the smooth operating of the section.

Cashroom:

• Download invoices and bank statements to create a daily banking sheet
• Record all incoming payments from customers and correctly allocate against customers’ accounts
• Reconcile all accounts as requested and ensure there is no unallocated cash at the end of the week or month
• Lodge cheque and cash payments and other banking transactions
• Perform bank reconciliations
• Monitor daily cashroom email and action these
• Direct Debit collection

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

Project Office Manager (Band 4)
Full Time, Permanent

Job Scope

NGS has an ambitious programme of work to help improve how we care for our world class collection of art and our people, whilst also improving the visitor experience across our galleries, online and on the road. As a result, we have a wide range of improvement programmes, ranging from major capital projects (at the Scottish National Gallery and the creation of our plans for the national collection facility known as The Art Works) together with a wide range of improvement projects across all aspects of what we do in the National Galleries of Scotland.
Over the last 3 years we have established a project methodology in NGS and have set up the Project Management Office to support and track the various projects through dedicated forums and Steering Groups.

– Major Capital Programme Board – our committee with Trustees of NGS to review and challenge our progress on our major capital projects
– Programme Steering Board – for the Leadership Team at NGS to review, track and make decisions, for example, on sequencing and on resource allocation across our capital projects
– Extended Leadership Team – subgroup to develop and manage the Integrated Plan for NGS, to be able to co-ordinate and deliver on the operational plans for each of the Directorates in NGS
– Chief Operating Office Programme Group – for the COO Leadership Team to review, plan, manage and co-ordinate the improvement projects across Estates, Security, HR, and Operations
– Steering Groups aligned to our other Priorities (Capital Projects (Scottish National Gallery and The Art Works Equalities, the Environment, Income, Public Programme) to co-ordinate and deliver on the relevant improvement plans

The Projects Office Manager sits on several of these forums and works with the representatives to produce executive summary reports and recommendations on how to deal with resource contentions.

We now have a good baseline structure and knowledge to be able to run and co-ordinate our improvement projects. The evolution of this role will enable NGS to take that investment in structure and capability to the next level, so we can be more agile, responsive, and consistent in our ability to deliver to realistic timescales and targets.

This role reports into the Director of Finance, which allows us to ensure project management and reporting are closely aligned to budget management and reporting. We have begun to develop 5-year plans across the major improvement projects notably in estates, security, and IT. We are currently developing 4-to-5-year operational plans for all areas of NGS, and this role will play a key part in ensuring these plans are inter-connected successfully to ensure we agree a realistic sequence of work to be able to balance a wide range of resource demands.

An exciting opportunity has arisen for an experienced Administrator to join our busy and creative External Relations directorate. You’ll bring strong organisational, interpersonal and IT skills to ensure efficiency and effectiveness across the directorate for the Marketing and Communications, Development and Digital Media departments.

Organised and methodical, you will have proven work experience in an administration environment and be adept at managing multiple priorities. You will also have good verbal and written communication skills along with an intermediate level of ICT skills in Microsoft Office. You should also have experience of managing your own time and workload, working to deadlines and of maintaining confidentiality, coupled with demonstrable experience of providing efficient administrative support to a head of department.

he Treasure Trove system ensures that significant objects from Scotland’s past, which are discovered either by chance find or through organised archaeological fieldwork, are protected for the nation and preserved in museums across Scotland. The Treasure Trove Unit based at National Museums Scotland is responsible for the operation of the system for the benefit of all Scottish museums, and is the first port of call for new discoveries and finders.

The Treasure Trove Officer works as part of a small team processing the casework of the Unit, liaising with the Queen’s and Lord Treasurer’s Remembrancer (QLTR) staff, supporting the work of the Scottish Archaeological Finds Allocation Panel (SAFAP) and communicating the requirements and benefits of the system to finders, museums and wider audiences.

You will have a degree (or equivalent) in archaeology or a related subject. Knowledge of principles and practice of UK ‘treasure’ systems plus relevant practical experience of working with and identifying archaeological finds would be desirable. Experienced in administrative procedures and practices, you will be organised and methodical, with good verbal and written communication skills and ICT skills in Microsoft Office, including Word, Excel and Outlook. You should also have experience of managing your own time and workload, working to deadlines and handling multiple priorities.

We currently have 4 positions available: 1x permanent and 3x fixed term for 18 months.

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 organization 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.

WHAT THIS JOB IS ABOUT

This job works with colleagues across the Trust to enable alternative routes to employment into the Trust. These pathways will cover early (young people) careers and encore (new direction later in life) careers and will focus on the skills we need to support traditional conservation and innovation. You’ll lead the Trust’s delivery of early and encore career skills development programmes eg. Apprenticeships. You’ll also support the Trust in the design and delivery of alternative pathways to employment in heritage and nature eg. work experience, internships and volunteering for employability.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES
• Lead the end-to-end strategy, design and delivery of early and encore career programmes working with subject matter experts, operational leaders and the People: Organisational Development team where needed to ensure an exceptional experience for new joiners from the pre-onboarding engagement period right through to the point where they complete their programme
• Use quantitative people data and external trend analysis to ensure our alternative pathways pipeline aligns to organisational needs. Looking ahead in the medium- and long-term, review current and future capability requirements for the organisation in collaboration with General Managers and Department leaders, assess required changes and support the transition to new capabilities where required.
• Develop alternative pathways to entry through internships, work experience and volunteering which actively and consciously support our Workforce ED&I strategy
• Manage the early careers experience, including the welfare and journey of students, apprentices and volunteers through their operational line managers, escalating issues and supporting line management where appropriate
• Work closely with a broad range of internal and external stakeholders including, but not exclusively, People: Organisational Development, ExCo, industry skills working groups, further education organisations, training providers, sector skills councils and trade bodies
• Bring expertise that ensures the development of the Early & Encore Careers strategy and programmes incorporates end user centric design to enhance customer experience, bringing the ‘Voice of the Customer’ and external best practice into the design
• Liaise with external providers and suppliers and review these external vendors performance and relationships. Lead on quarterly reviews with vendors, identifying and providing feedback on areas for improvement
• Lead regular reviews of all our alternative pathway provision with leaders across the organisation ensuring they are fit-for-purpose, implementing feedback received to continuously improve what we do
• Work closely with People: Operations & Policy to develop and implement effective recruitment campaigns for early and encore careers programmes, devising and managing the selection process and upskilling the wider organisation
• Contribute to the management and monitoring of the People: Organisational Development budget as it pertains to the programmes and qualifications we deliver in early and encore careers
How we would like you to achieve this
• We want you to work in a way that is wholly consistent with our stated organizational 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).

Glasgow Science Centre (GSC) is an educational charity and leading science centre and visitor attraction with a 5-star status. Our mission is to inspire everyone to explore and understand the world around them and to discover and enjoy science.

We are a place of learning, creativity, curiosity, and fun, inspiring and empowering around half a million people every year, both inside and outside our amazing centre in Pacific Quay, on the banks of the Clyde.

Our state-of-the-art centre contains more than 450 interactive exhibits, a digital planetarium, a science show theatre, Newton Flight Academy, a teaching laboratory, an IMAX cinema, and a maker space. We also take science out of our centre and across Scotland with our On Tour programme and our Community Engagement Programme works closely with people in our local communities.

Our staff are vitally important to us and play a key role in achieving our mission. We value diversity in our workforce and want our workforce to reflect the diverse communities we serve bringing a range of skills, experiences, knowledge, and ideas to help towards our mission.

Our company values are important to us as they underpin who we are and how we work, what we believe in and stand for:

We strive for excellence
We are inclusive
We innovate
We collaborate

ABOUT THE ROLE

Are you committed to seeking excellence, creativity and innovation? Do GSC’s mission and values excite you? Do you want to work in a positive, vibrant and collaborative environment?

We are recruiting for a Assistant Sales and Membership Manager to work within our Sales and Membership Team to manage the booking of GSC public programmes, ensure the smooth delivery of daily operations and line manage a team of sales and membership assistants. You will lead on the development of sales strategies and delivery of seamless booking processes by collaborating with others across the organisation to ensure accurate and seamless on-sales of all public programmes including day ticketing, Newtown Flight Academy and IMAX Cinema.

We are looking for someone who has experience in leading a team and in a booking management or sales role, strong problem solving skills, good organisational skills and is motivated to develop a team to provide 5* customer experiences and contribute to our mission.

If this sounds like you then we would love you to get in touch!

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

APPLICATION DETAILS

Please visit the Jobs and Volunteering section of our website for further information about working at GSC and a link to an application form for this role.

We are equal opportunities employer and welcome applications from people of all backgrounds.

Glasgow Science Centre (GSC) is an educational charity and leading science centre and visitor attraction with a 5-star status. Our mission is to inspire everyone to explore and understand the world around them and to discover and enjoy science.

We are a place of learning, creativity, curiosity, and fun, inspiring and empowering around half a million people every year, both inside and outside our amazing centre in Pacific Quay, on the banks of the Clyde.

Our state-of-the-art centre contains more than 450 interactive exhibits, a digital planetarium, a science show theatre, Newton Flight Academy, a teaching laboratory, an IMAX cinema, and a maker space. We also take science out of our centre and across Scotland with our On Tour programme and our Community Engagement Programme works closely with people in our local communities.

Our staff are vitally important to us and play a key role in achieving our mission. We value diversity in our workforce and want our workforce to reflect the diverse communities we serve bringing a range of skills, experiences, knowledge, and ideas to help towards our mission.

Our company values are important to us as they underpin who we are and how we work, what we believe in and stand for:

We strive for excellence
We are inclusive
We innovate
We collaborate

ABOUT THE ROLE

Are you committed to seeking excellence, creativity and innovation? Do GSC’s mission and values excite you? Do you want to work in a positive, vibrant and collaborative environment?

We are recruiting for a HR Coordinator to co-ordinate and administer HR/Recruitment operational processes and contribute to projects as part the People and Organisational Development (POD) plan.

A key area of responsibility and large proportion of this role is in co-ordinating GSC’s Inclusive Recruitment procedures, supporting managers to attract and appoint diverse talent and ensure new employees are successfully onboarded and inducted into their role, team and the organisation.

We are looking for someone who is organised, works well with others to create positive working relationships and is motivated to recruit and develop our people to provide 5* customer experiences and contribute to our mission.

If this sounds like you then we would love you to get in touch!

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

APPLICATION DETAILS

Please visit the Jobs and Volunteering section of our website for further information about working at GSC and a link to an application form for this role.

We are equal opportunities employer and welcome applications from people of all backgrounds.