Admin, Finance & IT

PURPOSE OF THE ROLE

This role exists in order to:
1. Develop and implement the processes for capturing, monitoring, and reporting-on internal compliance with external-facing and internal-facing policies;
2. Develop and implement the processes for capturing, monitoring, and reporting-on identified corporate risks and their mitigations;
3. Advocate risk-management and compliance across the organisation, and pursue non-compliance.

It should be noted that this role does not normally handle financial risk and audit, matters relating to data protection compliance, and health & safety risk and audit.

CONTEXT

The Trust is Scotland’s leading conservation organisation, caring for a wide range of national heritage, hosting millions of visitors annually, and acting as a responsible employer for our workforce. As a responsible organisation, the Trust is committed to identifying risks, and putting in place appropriate controls and mitigation measures to manage these.

The Policy Team as a central function has oversight over the Trust’s policy and guidance, and is therefore best placed to ensure that all relevant risks have been identified, that appropriate owners have been allocated, and that the necessary controls are in place and are being applied.

The Trust is currently applying the 4Risk risk management system, which will assist in the identification, description and assignation of organisational risks. The system will record the controls in place to manage these risks, along with supporting materials.

KEY RESPONSIBILITIES

The main areas of responsibility of this role are to:

• Develop and implement frameworks (applicable across the whole organisation) for identifying and recording corporate risks, noting proposed mitigating measures, and monitoring progress towards mitigation measures being implemented to reduce risk .
• Develop and implement frameworks for monitoring overall compliance with Trust policies, for escalating policy breaches to senior management, and for recording and reporting-on the Trust’s response to breaches of its policies.
• Work with those identified as risk owners & leads to contribute their input to the risk and compliance frameworks – including coaching individuals to increase understanding of the Trust’s approach and methodology, as well as pushing for participation in those frameworks.
• Collate and systemise information relating to risk/compliance (including evidence of compliance), and prepare ExCo/Board-ready reports for the Head of PPR&C to keep senior executives and non-executives well-informed of corporate risk and mitigations, and to record/track agreed strategies for encouraging compliance and the reduction of risk.
• Develop and deliver appropriate training on risk/compliance as a concept, as well as the frameworks and tools used within the Trust to capture and manage risk/compliance.
• Liaise with external partners tasked with supporting the Trust with risk and compliance matters.
• Ensure that the Trust’s frameworks for capturing and governing risk/compliance are cognisant of industry ‘best practice’ and fit for purpose within the context of the Trust.

SCOPE OF ROLE

People Management
• Not a line manager.
• Works across all operational levels of the organisation, and may, from time-to-time, work with members of the Board (in particular the Audit & Risk Management Committee), and the senior management team (“ExCo”: comprising the CEO and Directors).
• Establishes and actively engages with a peer-network for risk/compliance within the heritage/not-for-profit sector.
• Works with external suppliers/advisers.

Finance Management
• Not a budget-holder.

Travel
• Normal place of work will be in Edinburgh, but, on occasion, required to travel throughout Scotland to other NTS sites, or to meetings with external partners and peers.
QUALIFICATIONS, EXPERIENCE, SKILLS & KNOWLEDGE

Essential
• Demonstrable significant experience in an audit, risk-management, or compliance field – including the creation and management of frameworks, gaining ‘buy-in’ across the business, reporting to senior levels, and operationalising strategic decisions on risk/compliance;
• Thorough understanding of risk and compliance issues within the heritage or visitor-attraction context;
• Exemplary inter-personal skills evidenced through success in influencing and persuading colleagues to comply with initiatives – including the delivery of coaching/training sessions on risk/compliance;
• Exemplary information-gathering, analysis, report-writing and presentation skills.

Desirable
• Thorough knowledge of Scotland, particularly its geography, natural, built and cultural heritage, land use and politics, together with their related risk and compliance contexts;
• Knowledge and understanding of the National Trust for Scotland.

The Key Responsibilities, Scope of Job, and Required Qualifications, Experience, Skills & 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.

JOB PURPOSE

This role will be responsible for the leadership and management of the Planning and Analysis Team and related functions within the Trust. This includes the following key areas:

• Tri-Annual Budget Process,
• Quarterly Forecasting,
• Monthly Performance reporting,
• Strategic and Project Planning,
• Financial Support for Decision making,
• Analysis and insight reporting,
• Business Partner Support across the Trust.

An area of priority will be to lead and guide the team in the design and roll-out of a 3 year Budget Planning Process. It is expected that the Head of Planning and Analysis will strive to improve the breadth of business partnering support provided to the Trust through the on-going development of finance systems and processes, and coaching and mentoring the team to provide appropriate financial advice and support.

Reporting to the Finance Director, the postholder is required to support them in delivering programmes of work that meet the Trust’s objectives.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

As a senior manager in the Finance Team:

• Lead and manage the Planning and Analysis Team, ensuring that they are supported, developed and performance managed in accordance with the HR policies of the Trust to ensure that the functions of the team are delivered efficiently and effectively, and members of the team are able to continually improve and develop.
• Develop and maintain best in class Financial Performance reporting which provides clarity and insight to all stakeholders, ensuring that Forecasting and Reporting is accurate and presented in an appropriate format for users.
• Provide Insightful advice and guidance to support the long term sustainability of the organization having due consideration of the Trusts policies and principles.
• Provide insightful Financial Support and Guidance to all key decisions and Projects in the Trust.
• Provide strong leadership support to corporate services operations, including capital projects
• Lead the creation and roll out of the corporate wide 3 year operating plans, co-ordinating all Budget Holders.
• Working with and influencing the Senior Managers of the Trust to ensure that they are supported and guided to achieve financial objectives within budget.
• Active member of the Finance management team and will be involved in supporting cross-Trust initiatives and representing the Finance team in these.
• Support the Finance Director in the leadership of the development and implementation of a sustainable structure and culture for the team which embodies the Trust’s values and focuses the team on customer service, performance and stewardship.
In relation to the key areas of responsibility for specific role:
• Strategic Planning
Working closely with the Senior team to formulate the business’s medium to long term financial and strategic plan. Understand the Trust wide strategy and the KPIs which are important
Lead project based work, including owning financial modelling for the Trust wide FP&A
• Planning and Forecasting

Developing and owning the rolling 3-year model
Coordination and production of the consolidated Annual Operating Plan and Quarterly Forecasts, including presentation to Exco,
Managing a team responsible for the entire forecasting process; managing revenue, costs and KPI’s,
Update forecasts for each region and Team, and consolidate the forecasts for the Trust
Business partner with Regions and different departments to attain relevant information and support them to build their annual budgets and forecasts
Evaluate previous budgets and expenditure performance to inform the development and implementation of future budgets
• Analysis and Insight
Provide insights to senior management, around financial modelling, forecasts and profitability
Producing models to project long term growth and determine the impacting business factors
Analyse financial and operational results to better understand company performance
Utilising BI tools to deliver meaningful insights into business performance

• Reporting

Produce regular, relevant and insightful forecasting and planning packs for reporting to key stakeholders
Communicate results and recommendations to senior management for improvements that will lead to cost reduction, revenue generation and streamlining operations
Communicate to senior management the reasons behind the product/department performance and results

• Decision Support

Make informed suggestions about the best way to improve margins for the Commercial elements of the Trust
Model potential “product” launches and assess the viability of profitability for these products
Preparing business cases to support new investment, strategic and other business decisions

• Team
Building a high-performance FP&A function based on understanding of what best-in-class looks like
Review existing processes and procedures to develop recommendations for improvement efforts
Develop the team through coaching and mentoring with a strong focus on learning and progression

The current duties of this job do require a criminal records (Disclosure Scotland) check to be carried out
 
REQUIRED QUALIFICATIONS, SKILLS, EXPERIENCE & KNOWLEDGE

Qualifications
• Fully qualified with a relevant professional accounting qualification (ACCA, CA or CIMA);
• Degree Level qualified with high quality directly relevant experience.
Experience
Essential:
• Significant and varied post qualifying financial management and leadership experience, Strong cross functional business partnering and FP&A background
• Experience of influencing and advising at a senior level to secure necessary organisational engagement and change required to implement financial best practice processes.
• Proven experience in a senior financial leadership role, with the ability to coach, influence and motivate a large team of staff (qualified and non-qualified).
• Demonstrable experience of using a Significant analytical skillset, including the utilisation of BI, modelling and reporting tools to deliver large complex initiatives.
• Experience in leading and delivering significant projects, within a complex organization to achieve growth, ensuring these are delivered on time and within budget.
• Experience in creating and leading periodic and long term Budgeting and Forecasting processes for large complex organisations
• Demonstrable experience of ability to communicate data-driven insights through charts and visuals. Strong oral and written communication skills
Desirable:
• MS Dynamics 365 Experience;
• Charities/Third Sector Experience.

Skills & Knowledge
Essential

• Must be highly motivated with a proactive approach to generating the best outcomes for the Trust
• Ability to consider the strategic direction of the Trust & identify opportunities, to accept challenges and responsibility, and initiate and implement positive change which support growth and sustainability
• Excellent people management skills, including motivating and managing people through change
• Ability to lead at a Strategic level, interpreting Trust Strategies and providing advice and guidance to support the delivery of organization wide objectives
• Ability to provide strong leadership of complex and diverse corporate services operations, including capital projects, and provide vision and structure to the team supporting delivery
• Excellent communication skills and confidence in dealing with a wide range of specialist and non-specialist staff at all levels, including excellent narrative report writing skills and able to present complex financial information in an understandable way.
• Well-developed analytical and numerical skills with a high level of attention to detail and accuracy.
• Ability to work under pressure, juggling conflicting priorities, managing change and delivering to tight deadlines without compromising accuracy or work or provision of customer service
• Excellent Computer Literacy skills; an advanced user of spreadsheets; and ability to assimilate and adapt quickly to new packages and other information technologies and systems. Must have the ability to look at systems from a strategic perspective and identify future opportunities for process improvement or automation

DIMENSIONS AND SCOPE OF JOB
People Management
• Direct line management of 4 Finance Managers.
• Organisation Structure is as follows:

• Responsible for the continuing professional development of the resources within their responsibility.
• It is imperative that the post-holder is confident in dealing with colleagues at all levels within the organisation.

Financial Scope
• Not a budget holder;
• The post holder will need to make sound, justifiable decisions with regard to financial issues and organisation wide process change. These will generally be required only after consultation with senior staff.

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.

The role

To carry out a range of support and coordination duties enabling the continuous development and implementation of sustainability policy throughout the organization in recognition of RZSS’ legislative obligations and the society’s vision and mission. Being a front-line ambassador for sustainability, building relationships and proactively maintaining communication with all key stake holders. Ensures the smooth running of the wider Property & Estates office providing administrative support where required acting under appropriate guidance and direction.

Some of the things you’ll do:

* Assist the Projects & Sustainability Manager in the maintenance and administration of the RZSS Environmental Management System (EMS) manual and related documents, ensuring continued compliance.
* Support line manager in researching and preparing written case studies on sustainability initiatives. Responsible for recording and monitoring KPI data, including reducing utilities dependency, increasing recycling rates and monthly utility usage across both sites, reporting anomalies to the Projects & Sustainability Manager.
Investigating and rectifying any on site waste issues which occur.
* Coordinate the submission of updated material for RZSS internal (e.g. weekly team brief) and external (e.g. social media) communications and the dissemination of internal communication across the department to agreed timelines, quality and budget.
* Proactively educate and train staff on best practices and work with them to find workable solutions to environmental/ sustainability issues.
* Representing Sustainability at RZSS public engagement and green team meetings; to include leading on and coordination of green team activities.
* Coordinate material ordering and stock control processes for the department, working to agreed procedures, budgets and standards.

What we’re looking for:

* Competent in Microsoft Office (Word, Excel, Outlook)
* Assertive communicator, e.g. confident in dealing with queries and using a range of influencing skills to communicate effectively with a wide range of internal and external people on the phone, email and face to face
* Awareness of sustainability and environmental performance.
* Working with minimal supervision, demonstrating good organisational skills, e.g. prioritising workload and accommodating changing priorities
* Able to implement, maintain and improve record keeping and reporting systems
* Experience of working with environmental management systems (ISO14001:2015)

Please see the role profile for further information on what the role involves and essential/desirable criteria.

We have an opportunity for an IT professional to join our established team in a role suitable for a recent IT graduate.

Passion, enthusiasm, proactivity and curiosity are all core requirements. We are looking for someone who also has energy and flair to be able to think and act entrepreneurially in a rapid and developing spirits sector business. A dash of fun and good humour will also be required! 🤩

This is a fantastically varied role, supporting all facets of the business. The role will give the right person both the depth and breadth of experience across many first line IT support service activities.

Due to the nature of the role, the role is based on site at our head office premises in West Lothian.

Please visit our recruitment website where you can discover more information about this role, and find out how to apply direct.

www.ianmacleod.com

***no agency contact required***

PURPOSE OF THE ROLE

The Dynamics Analyst will provide substantial subject matter expertise in Microsoft Dynamics and business analysis, including the architecture, configuration and technical support for the National Trust for Scotland’s Dynamics platforms. This role will, primarily, focus on the Finance & Operations system and, when required, deputise for the Applications Manager with responsibility for the Trust’s other corporate applications including the Customer Relationship Management, Human Resources and Retail platforms during the Application Managers absence.

The Dynamics Analyst’s role will own and manage the technical roadmap for on-going system updates and for the planned customisation and enhancements proposed by the Trust. This includes the implementation of new modules and features whilst ensuring the platform continues to work with the Trust’s wider, integrated systems such as HR, CRM and Retail. This will require a detailed knowledge of Microsoft’s product roadmaps and constant review and revision of the Trust’s change plans to fully coordinate and slipstream both on-going product changes (Microsoft driven) with configuration and development changes the Trust wish to make to the service.

The role will actively, own, identify and propose solutions to operational challenges through detailed knowledge of both the platform and financial processes. This will require excellent skills in capturing and documenting Finance’s needs in a manner that can be accurately translated into technical work packages for delivery by the Trust’s 3rd party service providers. Therefore, supporting the delivery of incremental process improvements in both the way the current system functions and the realisation of better processes for the Finance team so they can fulfil their role to the Trust.

As the role is new to the ICT department, the candidate will have the mandate, with guidance from the Application Manager, to expand the remit of the role as the service to the business matures.

The role will also provide prompt, inhouse technical support to the Finance team, working to the IT department’s defined Service Level Agreements and contributing to the department’s Key Performance Indicators. This includes working in conjunction with IT colleagues from Infrastructure and Service as part of the department’s helpdesk processes. A key factor of success for this role is the collaboration with the Finance team to facilitate operational process improvements via the programme of changes (The Big List). This also includes supporting the processes of creation and development of management information and operational reporting. This will require skilled stakeholder management to balance operational need with cost-effective use of the system

PURPOSE OF THE ROLE

The treat of a cyber-attack of the Trust’s computing systems is one of the greatest risks that the organisation could face, with the possible impact of severely disrupting the organisation’s goals and objectives. A successful attack could disable a broad spectrum of computing services from, email and telephony, to accessing critical information and systems such as financial, membership and collections data for an extended period. This would make the day-to-day transactional business of the Trust extremely challenging. The resulting impact on the Trust’s reputation would be costly and long lasting. Currently, the ICT department do not have dedicated resource specifically allocated to the proactive management of computer security. The role’s responsibilities are currently split across the Support Services and Infrastructure teams, with no one holding any computer security qualifications or direct cyber security experience. The split of responsibilities and lack of expertise make adopting a wholistic approach to security management challenging while increasing the risk of errors in the execution of our security processes a real and credible possibility. An example being the slow progress made to address the risks raised as part of the Internal Audit Report 2020/21 on Cyber Security Arrangements by Grant Thornton. The provision of a dedicated Cyber Security Analyst would provide focus and impetus to resolve these issues in a far short period.

Security responsibilities compete with the teams’ core daily tasks and at peak times are often given a lower priority while they deal with the volume of work. It is therefore critical that a dedicated security resource is made available to focus and manage the Trust’s defences and stay on-top of the rapidly changing breadth and depth of possible threats.

The primary purpose of the role will be to provide a dedicated focus, solely on the protection of the Trust’s computing services from a range of “hacking” activities and digital crime. The role will own, strategise and manage the Trust’s cyber defences. They will monitor, detect and react to security threats (‘events’) using our current tools and services. They will review and specify new tools and procedures to constantly improve the Trust’s security posture. Using a high level of autonomy and best practice, they will review logs files and system alerts ensuring possible threats are analysed, assessed, and addressed immediately. Regular reports on threats, intrusion attempts, and false alarms will be included in their remit and included in the department’s monthly Management report pack to ExCo. The role will own, manage, and maintain suitable security plans and roadmaps specifically to address security threats to the Trust’s computing environment.

Main Activities & Responsibilities

Office Management:

The Office and Membership Services Manager will be responsible for all aspects of office management and will address the following activities:

• Ensure the smooth and efficient running of all office procedures including dealing directly with a wide range of people and be the hub for staff, volunteers, Board Members, suppliers, and customers.
• Receive mail and distribute to relevant staff.
• Answer telephones and deal with email enquiries
• Maintain office diary and coordinate bookings and room hire.
• Liaise with managers to coordinate group bookings and educational visits.
• Maintain Health & Safety records
• Administer Museum Membership records, payments, cards, and mailings.
• Maintain staff, volunteer contact details and HR records
• Maintain display of Museum customer information posters
• Maintain office filing system.
• Collate monthly visitor statistics and SPI figures.

Financial & Payroll Administration

The Office and Membership Services Manager will be responsible for all aspects of financial administration to include the following activities.

• Processing of supplier invoices following agreed processes and posting on Xero accounting system
• Payment of invoices following authorisation for payment.
• Providing all financial paperwork for monthly returns to accountants
• Processing of daily takings and preparation of banking
• Prepare and process gift aid claims
• Balance/order/manage petty cash and change requirements.
• Prepare Museum invoices to external customers and track payments.
• Prepare monthly payroll details and deliver information to accountants for payment to staff by 25th of each month.
• Maintain staff holiday records and coordinate with management team.

HSE & General

The Office and Membership Services Manager will play an active role combined with the Museum management team in maintaining the following.

• Fire Evacuation procedures, equipment, and signage
• General working environments in relation to tidiness and hygiene
• First Aid training and Accident reporting
• Point of contact for external contractors.
• Personal safety
• Data Protection in line with GDPR regulations
• CCTV monitoring in line with regulations.

Other Duties

This job description is a broad picture of the post at the date of preparation. It is not an exhaustive list of all possible duties, and it is recognised that jobs change and evolve over time.

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 supports the People Director in ensuring the People Department’s compliance with Trust-wide business requirements (e.g. finance, data protection, risk management, reporting, audit). It collates, analyses, reviews, and reports on functional data, and people data from across the Trust, to ensure that the Department’s work and impact is tracked against the Corporate Strategy and the Department’s own People Strategy and workplans. This job acts as a department “secretariat”, making arrangements and bringing together the Department’s teams for cross-functional (and inter-departmental) initiatives and activities, and carrying out general administrative duties as required.
What we want you to be responsible for
• Understanding the Trust’s corporate requirements and standards, ensuring the People Department has the correct governance mechanisms in place to fulfil these, and report on these as required. Typical areas are, for example:
o Finance procedures, monitoring and reporting
o Data Protection (as the Department’s “data champion”)
o Risk management
o Cyclical formal papers and reports to Board and Executive Committee (“ExCo”)
o External and internal audit.
• Ensuring that any governance and compliance issues are documented, escalated to the People Director, and tracked to conclusion.
• Collating People Department objectives and activities into a Workplan; monitoring progress against that Workplan; reporting progress, and liaising with senior Department colleagues on remedial actions or changes they need to make.
• Documenting key People work-processes, analysing their effectiveness, and supporting team-Leads with their continuous improvement.
• Keeping a clear and accessible record of all People Department activity to support governance, compliance, and audit requirements.
• Supporting the People Director 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 events
o On-boarding, induction, and training of new (Department) colleagues
o General administration.

JOB PURPOSE

To be one of a team of finance business partners supporting departmental and/or regional management teams to ensure that these teams are able to undertake their financial management activities and responsibilities effectively; and receive appropriate financial advice and support to ensure that their decision making and control frameworks are robust and in line with the strategy and policies of the Trust.

To develop forward looking analytics to support their customers in effective delivery of the Trust’s strategy and priority projects.

Lead the delivery of their customer’s accurate and timely month-end reporting, Budgeting and Forecasting processes, and associated reporting to ExCo and Board.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

• Lead the provision of timely, accurate and insightful reporting, analysis and targeted interpretation of monthly results to the departmental and/or regional management teams. Highlight key performance variances and work with the business areas to agree corrective action and identify any risks or opportunities to the latest forecast;
• Engage with stakeholders to create the Budgets & Forecasts for business areas feeding into the overall Trust Budget , providing information & analysis for incorporation into ExCo and Board reports;
• Support Budget Managers in the creation, monitoring and controlling of their budgets and quarterly forecasts. Analysing variances and liaising with budget holders on potential problem areas, subsequently making recommendations and advising on the impact to the Trust;
• Actively participating in their internal customers’ monthly team meetings, providing financial updates and reports and influencing decision-making on key financial and non-financial matters;
• Creating a continuous improvement culture in particular developing and implementing streamlined and user-friendly processes, procedures and reports to support the financial activities within their internal customer teams, provide training to employees to embed these processes and embed reviews to ensure that these continue to be fit for purpose;
• Identifying and delivering process improvement and cost reduction opportunities across the Trust;
• Taking actions which ensure the on-going success of the Finance team within the Trust;
• Active member of the Finance team and will be involved in supporting cross-Trust initiatives.
• Developing and maintaining reporting dashboards, and providing financial modelling support for ad hoc Trust wide requests and initiatives
• Developing new ways of accessing data to create insightful analysis that guides and informs to support decision making.
• Play a role in developing and implementing future data strategy using new digital techniques and tools such as Predictive Analytics and AI

Location: Balnain House, Inverness with the opportunity for some hybrid working Type of Contract: 24hrs per week – fixed term 36 months

JOB PURPOSE

This fixed term role will have responsibility for administering all information, communication, monitoring and
control activities for the People Post Code Lottery funded conservation project, ensuring that all information is up to date and accurate at all times allowing us to report back to our funders in an accurate and timely manner. Co-ordinating with the Business Manager, Fundraising, Consultancy Services, Suppliers and Property teams/Stakeholders to help deliver the project on time and within budget.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

• Project correspondence (mail, email, and telephone).
• Monitor project schedules and budgets, prepare progress reports, and regularly liaise with key internal and external stakeholders.
• Log, manage and analyse information in regard to the progress of the programme and projects,
• Assure project plans and documentation are completed to standard and advise on appropriate action if needed.
• Undertake information gathering/research to support the project as directed
• Facilitate internal Programme and Project meetings, including project assurance and quality review, and external supplier meetings, preparing invites, agendas and taking accurate minutes.
• Management of papers and correspondence for a number of working and stakeholder groups.
• Participation in internal and external working groups and workshops.