Admin, Finance & IT

We are OnFife and as Fife’s largest cultural organisation we specialise in making jaws drop, hearts warm, eyes light up and imaginations run wild. We work with a huge range of partners, artists and creatives and our spaces are some of Fife’s favourite places. An ambitious leadership-oriented charity, we’re built on strong values, and those values make us who we are – Fearless, Inviting, Fair and Exciting.

As an employer, we offer a local government pension scheme, generous holiday allowance and flexible working opportunities. If you need to travel for work, we can provide pool cars if you’re near head office or pay travel expenses so you are not out of pocket! Along with this, you can also access discounted gym/swim memberships and other employee benefits.

The Role

As a key member of our small and busy HR Team, you’ll be responsible for day-to-day operational HR activities, and will be a key point of contact for all people-related queries. This is an exciting generalist role, where you’ll provide coaching, advice, support and training to ensure that all HR policies and processes run smoothly as well supporting the HR Team to deliver key departmental and organisational objectives. You’ll be customer focused and a role model for our values, ensuring that they’re at the heart of all we do.

We have two part-time roles available, each working 21 hours a week. We’re keen to support flexible working, and these hours could be worked over 3 ,4 or 5 days which we’d discuss at interview. You’ll be based at our Head Office in Kirkcaldy although we are currently working from home, with a move to a Hybrid Working model coming soon. You will also be required to work at any of our venues throughout Fife as needed.

This is a great opportunity to join our team and help shape the HR service as we go through a period of exciting transformation.

The full job description can be found on our website.

About You

You’ll be an excellent communicator, with a strong customer-focused attitude. You’ll have experience of multitasking in a busy HR environment, with a high level of attention to detail, and a good understanding of current employment law. You’ll have experience of building great relationships with managers, employees and other key stakeholders.

How to Apply

If you would like to find out more information about this role before applying, you can contact Mel Grant, Lead HR Officer, for an informal chat. Please email melanie.grant@onfife.com to arrange this. When you’re ready to apply, please download and complete our Application Form, and return this along with a completed Equal Opportunities Form to recruitment.fct@onfife.com

OnFife is an equal opportunities employer.

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

The closing date for applications is 12pm on Monday 28 March 2022

Interviews will take place on 18 & 19 April 2022.

JOB PURPOSE

This crucial new role has been created to support the long term sustainability of the National Trust for Scotland. Supporting the 10 year strategic plan you will be responsible for the leadership and management of the Income, Treasury and Funds related functions within the Trust. This includes the following key areas:

• Investment & Fund Accounting,
• Endowments, Restricted funds and Legacy Income,
• Accounting & Advisory Services,
• Developing new Treasury Policies and long term Cashflow Management models,

The role also involves ensuring that the Trust’s systems of financial and internal control relating to these areas, are operating effectively, and leading the development and implementation of best in practice processes / controls

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

• Develop and maintain appropriate policies, processes and procedures to ensure the Trust’s financial operations are compliant with all relevant legislation and regulations in particular in relation to Statutory Accounting standards. Will require liaison with external advisers to support compliance and submission activities. Focus will be on keeping these compliant, effective and efficient.
• Develop, prepare and present regular Treasury and Investment reports for Senior Management to aide decision making and monitoring of risk management strategies.
• Support the Investment Committee by preparing financial performance analysis on the Trusts investments.
• Identification, management, and reporting of financial risks through the Trust’s Risk Management Framework ensuring that appropriate governance, policies, procedures and financial controls are in place and carried out to effectively manage and mitigate risk.
• Working with and influencing the other Finance Managers and Senior Managers in other teams to ensure that the necessary processes and controls are developed and implemented.
• Active member of the Finance management team and will be involved in supporting cross-Trust initiatives and representing the Finance team in these.

To help us achieve our goals a new role of Fundraising and Communications Officer has been created to work alongside the Director of Development to manage the fundraising campaign. This post is key to the future development plans for the Museum. This is an exciting opportunity for someone to develop a positive track record and reputation in fundraising and assist the Museum in moving forward to achieve full National status and a five-star visitor attraction.

The Scottish Fisheries Museum was founded in the old fishing port of Anstruther, at a property known as St Ayles, as a trust and charity in 1969, to collect, record and interpret the history of the fishing industry in Scotland. The Museum has expanded to occupy several adjacent properties and holds collections of over 65,000 artefacts, including full size fishing vessels. We are now seeking to develop our overall reach and visibility to a wider audience by developing our facilities to the standards expected of a contemporary museum of our stature and expanding the narrative about the fishing industry in relation to political changes and the climate emergency, while maintaining our core services.

Responsibilities Scope and Purpose

There are three key responsibilities in the post:
• Provide support to the Managing Director, Director of Development, Board members, staff and senior volunteers in developing relationships with potential donors to the Museum. Be directly involved in the fundraising, preparing proposals and meeting donors.
• Manage a high-quality events, activity, and communication programme to engage donors and potential supporters.
• Manage the fundraising communication and records ensuring effective systems and processes are in place for research, engagement, and stewardship to deliver a professional fundraising programme.

The post reports to the Director of Development. The postholder will work closely with staff across all areas of the Museum.

Please apply to Simon Hayhow, Director of Development, including a CV and covering letter, as outlined in the full job description.

We are looking for a skilled administrator to join our hardworking office team. The primary function of this role is to provide comprehensive administrative support to the buying and publishing function of the company. There is scope for development into a more senior role within the buying team. If you have good attention to detail, work well to procedures and have strong IT skills, we’d love to hear from you.

Lomond Books is one of Scotland’s leading book wholesalers and are also publishers and distributors offering a unique and bespoke service to our customers selling books and a range of related products.

What you’ll be doing:

• Setting up and maintaining supplier/product database records.
• Placing purchase orders for out of stock products to fulfil customer back orders.
• Handling administration for replenishment stock purchases .
• Monitoring and following up out of stocks.
• Handling administration and reporting for distribution sales and royalties.
• Produce a range of supplier reports to required timescales.
• Processing goods in paperwork and managing delivery and invoice errors.
• Processing supplier returns.
• Manage administration of stock take process and associated queries
• Monitor incoming buying email inbox.
• Answering and fielding incoming sales calls on a rota basis.
• Processing orders from customers and the sales team on a rota basis.

See the full job description, person specification and company information on the We Are Recruiting tab on our website.

Working as part of a small flexible team, the IT Support Officer role supports the provision of technology across the organisation through the management of systems and provision of support to a wide user base. Working well as part of the team is as critical as knowledge of the systems.

Key responsibilities:

• Work as part of the IT Team to operate and manage IT, digital and audio-visual technologies in support of the visitor experience and operational activities of NGS.
• Support users in the use of IT, digital and audio-visual technologies.
• Provide first, second and third-line support for all IT and digital services (including desktops), applications, infrastructure, AV support and telephony).
• Manage and respond to service desk calls (incidents, service requests, and change requests) in line with agreed service management processes and defined service levels.
• Diagnose and resolve applications, system, network and desktop related queries, problems and faults.
• Promote IT best practice to all, offering advice on application and technology usage and IT Policy.
• Maintain data confidentiality at all times and abide by all NGS and associated external policies and procedures
• Install, maintain and dispose of standard hardware and peripherals in accordance with NGS and associated external policies and procedures.
• Install, configure and support physical and virtual desktop application software.
• Administer, configure and maintain key IT and digital systems as necessary.
• Manage and maintain desktop builds and software packages for remote deployment/installation.
• Manage and maintain desktop application security through updates and patching.
• Develop and evaluate new builds, applications and hardware.
• Ensure technical and user documentation is correct and relevant and update where required.
• Assist with IS/IT Projects and developments within the department
• Provide advice and manage IT departmental hardware, software, services and solutions.
• Undertake IT infrastructure and directory services administration & management where required.

• To maintain all areas of lawn and gravel within the grounds of the Castle and Walled Gardens to a high standard, repairing damage to lawns and edges as necessary.
• To prepare and implement annual lawn management and renovation programmes.
• To maintain areas of long grass within the grounds, strimming as and where necessary.
• To maintain the pathways throughout the grounds.
• To manage and maintain machinery and equipment, arranging repair as necessary keeping an accurate log and ensuring machinery is kept clean & tidy generally in good condition.
• To keep lawns and pathways clear of leaves using leaf blowers, clearing twigs and branches, collection and disposal of as necessary.
• To regularly spray weeds on hard standing areas, gravel and for lawn care, ensuring health & safety guidelines for working with pesticides are strictly followed, (training provided if spraying certificates not held)
• To check and empty ash bins, rubbish bins and carry out litter picking both within and outside the garden walls where necessary
• To manage own time with regards to work and events schedules, especially when an outdoor public event is arranged.
• To assist in the Walled Gardens when unable to carry out grounds duties due to inclement weather during winter months.
• During winter months ensure roads within the Estate are clear of snow and/or frost by salt spreading, responsible for arranging salt deliveries as and when necessary
• To manage own budget set in conjunction with the Head Gardener.
• To keep the workplace tidy and orderly to ensure a safe working environment and a tidy space to maintain machinery
• To be adaptable and able to work both on your own and within a team.

Qualities you will possess

• Passion for what you do
• Attention to detail and extremely motivated
• Positive and friendly with a “can do attitude”
• Ability to prioritise and organise
• Proactive

• Confident to make decisions and to stand by them
• Excellent communicator
• A sense of fun!
• Take responsibility for yourself

What do you need to be successful?

• Relevant qualification or minimum of 3 years’ experience
• Working knowledge of ride on and pedestrian mowers, tractors, towing trailers, strimmers and leaf blowers
• Able to demonstrate affinity with machinery, repairing and maintenance.
• A positive mindset with a passion for your work, plants, grass and trees
• Able to demonstrate you are a team player, yet also happy to work on your own for long periods of time

Desirable
• PA1/PA6 spraying certification
• Chainsaw ticket

How to Apply
If this post interests you please apply in writing to:

Ms L Pearson
Roxburghe Estates Office
Kelso, Roxburghshire
TD5 7SF

E-mail: lpearson@floorscastle.com

Your role will be to support National Museums Scotland in the effective and proper management of documents, records and personal data, ensuring our compliance with information legislation.

Specifically this will involve contributing to Records and Information Management activities across the organisation, assisting with Freedom of Information requests and Data Protection enquiries, and resolving user queries.

You will have Records Management experience and an understanding of information and records management issues and best practice. Knowledge of Freedom of Information and current Data Protection legislation is desirable, strong IT skills and an ability to work closely with internal customers is also
important.

Job Opportunity to join the Waverley Team

Waverley Excursions Ltd., which proudly operates Paddle Steamer Waverley, is seeking to appoint a Booking Office Manager to oversee the company’s booking office, develop group and private hire business, and, in particular, to deliver a high standard of customer service.

The Booking Office Manager will work closely with the Customer and Onboard Services Manager to ensure the smooth operation of the passenger business. The successful applicant will have customer service experience.

This is a great opportunity for someone who is looking to gain wider experience. You should be well organised, have good people skills, be flexible with an ability to rise to the challenge when the unexpected happens.

This position is based in Glasgow though attendance on board Waverley will be required. This is a unique role working with the dedicated team who manage and operate Waverley. Everyone in the team helps in whatever capacity necessary to ensure that the demands of the business are met. Flexibility and commitment are essential for this role.

Ideally Candidates will be:
– Educated to a high standard
– Self-motivated with strong organisational and prioritisation skills
– Excellent communication skills, able to write in an engaging manner to suit a variety of audiences
– Ability to manage own workload and multitask
– Ability to work flexibly as a team player in a busy environment
– Ability to process and interpret complex information
– Prepared to learn new skills and assist within other areas of the business
– Competent in the use of Microsoft Word & Excel

The Role of Booking Office Manager within Waverley:

As the Booking Office Manager you will be responsible for all aspects of bookings and processing ticket sales. You will ensure high standards of customer service and be supported in the role by the Customer and Onboard Services Manager.

Responsibilities include:
– Operating the booking office – handling enquires, taking bookings
– Supervising bookings to produce accurate passenger traffic numbers
– Reconcile daily sales
– Dealing with group bookings and securing new business
– Ensuring customer satisfaction and handling feedback

This is a full-time position based at our office in Glasgow (G3 8HA) with a requirement for occasional travel. Working hours are 9am-5pm (winter), 8:30am-5:30pm (summer season) with some flexibility as the position requires. Annual holiday entitlement of 25 days and 10 set public holidays. There will be a requirement to occasionally sail on Waverley to ensure you fully understand the business and customer base.

The salary for this post will be in the region £22k-£25k dependent on prior experience.

How to Apply:
If you can offer the required experience, commitment and enthusiasm to work in a busy office environment please send a CV with covering letter giving your current position and salary to info@waverleyexcursions.co.uk

Closing date for applications is Wednesday February 23, 2022.The interview for this position will take place in Glasgow on Friday March 4, 2022.