Admin, Finance & IT

Regional Coordinator

Location – Scotland (Flexible)

Permanent – Full Time

Closing date – 7th November 2021

About Us 

This is a chance to be involved in an ambitious and truly one-of-a-kind team where our aim is to create remarkable and unforgettable experiences across each and every one of our venues across Scotland. Our Malt Brand Homes will take visitors on an immersive, multi-sensory journey through the flavours of Scotland, sharing our love for Scotch with a new generation of whisky drinkers. Visitors will lose themselves in the journey whisky-making in our experiences and make purchases from our fantastic retail offerings. We want our guests to embrace every minute with us and feel the same way we do about our heritage. Being part of Diageo means being a torchbearer for our brands and making them even better for the next generation. It’s a career-defining responsibility. If you have a genuine passion for our craft, our character and our products, help us continue the story and build a great career in the process. 

Feel inspired? Then we may have the opportunity for you. 

About the Role

This truly is the dream job for someone looking to join an inspirational team to harness their passion for delivering outstanding and memorable experiences for customers.

The Regional Coordinator is an integral role for the Brand Homes as you will be the first point of contact for many of our guests as they start their customer journey. You will be customer focused and passionate about delivering memorable customer experiences.

You will ensure operational excellence by supporting the management team with all administrative tasks within your region, across the 3 Brand Homes. (Cardhu, Cragganmore and Royal Lochnagar)

The role holder will be responsible for running the Regional Brand Homes mailbox, communicating with a number of internal and external partners. This will require key organisational and communication skills to deliver a great service for all. The role will also require administrative support for our sites and working with the Regional Brand Home Manager to ensure our sites are working at an outstanding standard.

You will also be required to handle the entry of all bookings to systems including travel trade, B2B, media trip and internal business guests.

About You

This is the perfect position for someone with strong administrative experience in an environment where world class service is a minimum expectation. You’ll be an inspirational communicator and empower others to work collaboratively with a positive and enthusiastic approach.

You will have a consistent record of working at pace, balancing multiple priorities and you are results driven with an attention to detail. Along with this you will be able to harness your knowledge and your strong stakeholder management skills as you will be collaboratively working with the Operations, Supply, Retail, Compliance, Finance, and Leadership teams.

This role will have operational complexity and will require advocacy skills, with the ability to think analytically, independently, and strategically.

Full training will be provided for you, we just look for individuals who are either hardworking or have a desire to become true brand ambassadors for our whisky portfolio.

Celebrating our inclusive and diverse culture is core to Diageo’s purpose of “celebrating life every day everywhere”. This purpose is, in itself, inclusive in nature, as it values everybody irrespective of background, disability, religion, gender identity, sexuality or ethnicity. 

We know that for our business to thrive and for Diageo to realize its ambition, we depend on having diverse talent with a range of backgrounds, skills and capabilities in each of the 180 countries in which we operate and to reflect our broad consumer base. We view diversity as one of the key enablers that helps our business to grow and our values, purpose and standards set the conditions for us to respect the unique contribution each person brings. 

Flexibility is key to success in our business and many of our staff work flexibly in many different ways, including part-time, compressed hours, flexible location. Please talk to us about what flexibility means to you and don’t let anything stop you from applying. 

CHARACTER IS EVERYTHING 

Regional Coordinator

Location – Flexible

Permanent – Full Time

Closing date – 7th November 2021

About Us 

This is a chance to be involved in an ambitious and truly one-of-a-kind team where our aim is to create remarkable and unforgettable experiences across each and every one of our venues across Scotland. Our Malt Brand Homes will take visitors on an immersive, multi-sensory journey through the flavours of Scotland, sharing our love for Scotch with a new generation of whisky drinkers. Visitors will lose themselves in the journey whisky-making in our experiences and make purchases from our fantastic retail offerings. We want our guests to embrace every minute with us and feel the same way we do about our heritage. Being part of Diageo means being a torchbearer for our brands and making them even better for the next generation. It’s a career-defining responsibility. If you have a genuine passion for our craft, our character and our products, help us continue the story and build a great career in the process. 

Feel inspired? Then we may have the opportunity for you. 

About the Role

This truly is the dream job for someone looking to join an inspirational team to harness their passion for delivering outstanding and memorable experiences for customers.

The Regional Coordinator is an integral role for the Brand Homes as you will be the first point of contact for many of our guests as they start their customer journey. You will be customer focused and passionate about delivering memorable customer experiences.

You will ensure operational excellence by supporting the management team with all administrative tasks within your region, across 3 Brand Homes. (Blair Athol, Dalwhinnie and Glenkinchie)

The role holder will be responsible for running the Regional Brand Homes mailbox, communicating with a number of internal and external partners. This will require key organisational and communication skills to deliver a great service for all. The role will also require administrative support for our sites and working with the Regional Brand Home Manager to ensure our sites are working at an outstanding standard.

You will also be required to handle the entry of all bookings to systems including travel trade, B2B, media trip and internal business guests.

About You

This is the perfect position for someone with strong administrative experience in an environment where world class service is a minimum expectation. You’ll be an inspirational communicator and empower others to work collaboratively with a positive and enthusiastic approach.

You will have a consistent record of working at pace, balancing multiple priorities and you are results driven with an attention to detail. Along with this you will be able to harness your knowledge and your strong stakeholder management skills as you will be collaboratively working with the Operations, Supply, Retail, Compliance, Finance, and Leadership teams.

This role will have operational complexity and will require advocacy skills, with the ability to think analytically, independently, and strategically.

Full training will be provided for you, we just look for individuals who are either hardworking or have a desire to become true brand ambassadors for our whisky portfolio.

Celebrating our inclusive and diverse culture is core to Diageo’s purpose of “celebrating life every day everywhere”. This purpose is, in itself, inclusive in nature, as it values everybody irrespective of background, disability, religion, gender identity, sexuality or ethnicity. 

We know that for our business to thrive and for Diageo to realize its ambition, we depend on having diverse talent with a range of backgrounds, skills and capabilities in each of the 180 countries in which we operate and to reflect our broad consumer base. We view diversity as one of the key enablers that helps our business to grow and our values, purpose and standards set the conditions for us to respect the unique contribution each person brings. 

Flexibility is key to success in our business and many of our staff work flexibly in many different ways, including part-time, compressed hours, flexible location. Please talk to us about what flexibility means to you and don’t let anything stop you from applying. 

CHARACTER IS EVERYTHING 

As part of a small team of IT staff your role will be to support the users of ICT across all sites of National Museums Scotland, and to support and develop the ICT systems and network infrastructure.

You must be educated to at least HND level, or equivalent, in a computer related discipline or have relevant industry qualifications such as MCSE, CCNA. It is essential that you have experience of working in an ICT support role within a team environment providing excellent customer service to users, and liaising with external contractors and service providers.

It is expected that you will have participated in infrastructure projects, both in terms of operating systems and networking. Experience of Cisco switch configuration and producing technical documentation is essential. It is important that you have experience of a Microsoft Windows Server environment, including migrating to newer versions, and in managing virtualisation environments using Hyper-V. You must have some knowledge of O365 administration, IP telephony, firewalls, antivirus and backup products. Experience of Microsoft Azure cloud platforms and SCCM would be advantageous.

You will provide weekend and public holiday on call support on a 1:5 rota basis and the ability to travel to the other National Museums Scotland sites outside of Edinburgh is essential.

JOB PURPOSE
This job delivers operational administrative support to the business, focused on routine/cyclical volunteer and employee transactions within the context of policy and procedure frameworks and business drivers. It has a pivotal role ensuring data about our people is appropriately recorded and managed both within and out with the People & Payroll System (Core HR), to drive accurate people lifecycle actions (pay, pensions, absence etc), handle ad hoc activity, and enable management information. It also supports the People Department more widely through general and financial administration.

Note: this is a fixed-term/temporary role to bring capacity to the People team as other team-members handle a set of critical People & Payroll System developments. It is unlikely that this role will be extended once these system developments are in place and functional.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES
• Deliver routine/cyclical volunteer and employee transactional administration including:
o Change transactions;
o Starters/Leavers/Onboarding processes;
o Financial administration, including supporting with pay queries and payroll changes;
o Training administration.
o Drafting employment contracts and processing employment correspondence;
o Creating regular reports;
o Recruitment process management, along with quality assurance, including pre-employment checking;
o Long service awards and other recognition initiatives;
o Supporting pay award and pay progression processing;
o Reward and recognition initiatives;
• Deliver transactional administration relating to key external suppliers for the delivery of:
o Benefits-related products: pension scheme, income protection and death-in-service insurance, workforce discounts;
o Recruitment agencies;
o Training suppliers for statutory/compliance courses only;
o Ad hoc one-off projects, activities, advice etcAs an active user of the Trust’s People & Payroll system ensure that its data is accurate and reliable, and it seamlessly drives and reflects people transactions and management information (MI).
• As required:
o Support general administration of the function, e.g. diary management, meeting arrangements, note-taking, document and file management;
o support devolved projects/activities;
o participate in internal and external meetings
o work collegiately with (particularly) the Enquiries & Advice function to support any peaks and troughs in their workload.

REQUIRED QUALIFICATIONS, SKILLS, EXPERIENCE & KNOWLEDGE

Essential:
• Demonstrable knowledge of the basic context of either volunteer management, legislation, and best practice, or employment legislation, operations, and best practice
• Demonstrable sound administrative experience within a People function (that supports a multi- site operation), including:
o Routine life-cycle activities (from recruitment to leavers processes);
o Financial administration;
o Liaising with external suppliers/contractors;
o General administration.
• Highly proficient user of IT in general: word-processing, spreadsheets, presentations.
• Confidence and ‘presence’ to be a highly-visible and highly-effective team member within the Department, across the Trust.
• Demonstrable empathy for the aims and objectives of the National Trust for Scotland.

Desirable
• Recognised qualification(s) in HR administration (or related subjects).
• Specific experience using People & Payroll systems.
• Experience working in a people role in the charity/not-for-profit sector.

The Job Purpose, Key Responsibilities, 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.

JOB PURPOSE

You will be responsible for providing administration support to the Office Manager and wider team based at Balnain House, Inverness and across the Highland & Islands region. 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):
• Property correspondence (mail, email, and telephone).
• Filing and record-keeping.
• Reception (operating switchboard, entry buzzer system).
• Logging all visitors, escort to meetings.
• Meeting’s support (bookings, support documentation).
• Data entry of deliveries – weekly, monthly, and ad hoc.
• Diary Management.
• Recording and producing statistical reports
• Purchase ordering – as required.
• Balnain Office Staff -provide support as required.
• Balnain Buildings, monitor mailbox, respond to emails, book, and liaise with contractors

You must be flexible to meet the needs of the property.

Department specific – visitor services

• Embody the Trust’s values.
• Provide excellent customer service and care to all staff, visitors, and volunteers.

QUALIFICATIONS, SKILLS, EXPERIENCE & KNOWLEDGE

Qualifications

Essential
• Qualification in business administration – HND or Diploma – or relevant experience.

Experience
Essential
 Ability and competence to intermediate level in MS packages – Word, Excel, Outlook and Powerpoint.
 Possess excellent communication skills (written and oral).
 Must be diligent and accurate with excellent eye for detail.
 Excellent customer care skills
 Well-developed time management and organisation skills – ability to prioritise workload.

Desirable
 Previous experience providing administrative support to several different departments highly desirable.

DIMENSIONS AND SCOPE OF JOB

Scale
• Balnain House was built in the 1720s and re-styled in the 1790s as a Georgian town house. It was lived in until the 1960s when it quickly fell into disrepair. Saved by the Balnain Trust, it became The Home of Highland Music in the 1990s. It is now the Highlands and Islands regional office for the National Trust for Scotland and its tenants.
• 20 staff and tenants are based at Balnain House, with other NTS staff and visitors using hot desks and meeting rooms as and when required.
• Balnain House office hours are 9am – 5pm, Monday to Friday year-round although some flexibility required by the post holder as on occasion travel will be required.

People Management

• Not a line manager.
• The post-holder will work frequently with the wider property staff and volunteers and successful regional team.

Finance Management

 No budget responsibility.
• Access to PC and relevant IT systems, i.e. standard NTS management systems including Intranet, T:Drive, Microsoft Dynamics, EPOS.

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.

Front of House Team Member

FT Permanent positions available. Be part of the great new developments at Cairngorm Mountain and a very friendly team

The role will primarily be to ensure the catering is operating to the highest standards, to ensure the provision of hospitality, and Food & Beveridge services to Cairngorm Mountain customers. This role will be varied, also working in the Retail and Ticketing areas

Experience in working within a busy Café
Training opportunities SQA/SVQ – Modern Apprentice route through external training provider
Being attentive to the needs of the customer
Taking orders and serving food and drinks
Cleaning and resetting tables
Observing a high standard of cleanliness front and back of house
Processing Card and Cash payments.

Opportunity to learn to ski and just have fun on our ski slopes in the winter season

HR ASSISTANT (BAND 7)
FULL-TIME, FIXED TERM (TO 31 MAY 2022)

This fixed term role will be part of the HR team based at the Scottish National Gallery of Modern Art Two. The role will support the employee life cycle with a focus on supporting HR payroll, pension processes and general enquiries. The post holder will work closely with HR colleagues to create a culture of continuous improvement and embrace the values and objectives of the organisation.

Key Responsibilities
HR Payroll Activities:
• Processing of the HR/Payroll monthly systems process including entry for starters, leavers, contract amendments and ad-hoc updates, ensuring all data is actioned in an accurate and timely manner in line with monthly deadlines.
• Processing and maintenance of payroll timesheet information to ensure accurate and timely payment of overtime and allowances.
• Monthly e-payslip actions and responding to payslip queries.
• Support monthly payroll end processes e.g. production of payroll reports, etc.

Ownership of the HR general enquiries mailbox:
• Activities will include responding to requests as appropriate and dissemination of activity in line with agreed processes and escalating more complex requests across the HR team.

Pension Activities:
• Work with colleagues to support of pension administration in line with Civil Service Pension Employer responsibilities.
• Owning pension data cleanse projects as requested.

HR Information System Project Support
• Work with colleagues to support of the implementation and launch of the new Human Resources Information System and payroll system.

Employee Relations Support:
• Supporting HR colleagues at ER meetings including coordination of meetings and administration support (minute taking, correspondence, etc).

Employee Offboarding:
• Issue of leaver correspondence and completion of other exit processes.

• Flexibility to support other HR team members with ad hoc duties and projects.

We are looking for a personable individual to join our office team to manage incoming customer orders and give support to our field-based sales team. If you’re a people person and are passionate about customer service we’d love to talk to you.

Lomond Books Ltd is a publisher, wholesaler and distributor servicing a varied range of trade and public customers throughout the UK and abroad. We are customer driven and offer a bespoke service selling books, calendars, maps, postcards, greetings cards, fridge magnets, jigsaws and toys.

This is a key role within a small and committed team. You will be responsible for order processing from various channels, supporting the field sales team plus managing your own tele-sales calls. Answering and responding to incoming calls and emails as well as taking orders and the management of these orders will comprise a significant part of your role and you will spend a large part of your day on the phone. Additionally you will be responsible for various administrative and data processing tasks to ensure the smooth running of the sales function of the company.

We’re looking for a thorough and diligent individual who has a procedural mind and a strong work ethic. IT competence is essential, with experience in Microsoft Excel and Outlook. You will work with Sage 50 Accounts, Microsoft Access, desktop publishing and other software – and while experience of these packages is not essential as we will train you fully, the ability to pick up new programmes is. You will be able to work well under your own initiative and under direction, possess good time management skills, have a great memory, and be able to handle multiple priorities with ease. Previous experience in a sales/sales support role or other similar customer facing roles will be very beneficial as will experience in a commercial environment.

Attitude is really important – you must be approachable and be able to build rapport with different types of people – plus be comfortable making recommendations and helping customers with buying decisions. You’ll take pride in your work and take satisfaction in playing an important part in your organisation. A great phone manner is essential as well as a commitment to delivering great customer service.

What you’ll be doing:

Process trade orders received from customers from various channels.
Answer and field incoming calls and deal with customer order and product queries.
Manage correspondence in generic sales and orders email inboxes.
Deal with all aspects of customer order requirements for example requesting purchase orders, taking cash with order payments, special orders, arranging overseas carriage, booking in deliveries.
Maintain customer information such as price lists, product lists, prospects information.
Produce sales presenters for the sales team and for trade show events.
Produce monthly marketing letters and catalogues.
Assist with marketing duties including blast emails and social media posts.
Provide admin/sales support to the field-based sales team and senior management plus holiday cover for the wider sales office.

What you’ll need:

SCQF Level 4 Maths and English (or equivalent).
High level of computer literacy and total familiarity with Microsoft Word, Excel and Outlook.
Confidence with letter writing, email and telephone communication.
A solid background in administration-based positions in a commercial environment with experience in a customer facing role.
The ability and desire to deliver exceptional customer service.
Pride in your work and take satisfaction in playing an important part in your organisation.
A pleasant, approachable attitude and a great phone manner – and enjoy talking and interacting with customers.
Ability to progress multiple priorities.
Able to adjust your work rate to cope with the demands of a seasonal business.
A good memory.

What you’ll get in return:

To be an important part of a small team.
To work closely day-to-day with the business owners who foster a positive and inclusive culture and encourage everyone to explore their own ideas and work to their personal strengths.
20 days annual leave plus 9 public holidays. Long service award accrued up to 28 days annual leave.
Enrolment in company pension scheme after 3 months’ service.
Generous staff discount scheme.
Sick pay scheme after 1 years’ service.
Annual cost of living salary increases based on company performance.

Interested?

Apply to Jackie Brown, Managing Director by email to jobs@lomondbooks.com with a covering letter telling us a bit about yourself and why you would like to join us and attach your current CV. Please include a phone number as a telephone call will be the first stage of the application process.

For more information visit our website and select the We Are Recruiting! tab. Full job description and person specification plus company information is available for download.

We endeavour to write to all unsuccessful applicants however if you have not heard from us within two weeks of the closing date, please assume that your application has not been shortlisted. Thank you for your interest in the company.

PURPOSE OF THE ROLE:

To maximise our visitors’ enjoyment of National Trust for Scotland sites by maintaining excellent standards of service, optimising opportunities to generate income and ensuring that the sites and its assets are safe and secure.

Specifically, to ensure the smooth and safe operations of our regional residential portfolio. The Edinburgh & East region has a significant residential portfolio From North Perthshire to the Borders. However, most of these properties are located in Dunkeld and Culross. Regular travel to these sites will be expected.

Interested applicants should forward a completed application form to the People Department (Applications), The National Trust for Scotland, Hermiston Quay, 5 Cultins Road Edinburgh EH11 4DF, by mail or by email via workforus@nts.org.uk, by first post (i.e. 10.00am) on 17th September 2021.

We are seeking to recruit a professional HR Assistant for a fixed term period. This is a key role in the HR team which supports essential employee lifecycle processes at NGS. Working closely with HR and Finance colleagues, this role supports the delivery of monthly payroll and pension processes, as well supporting our HR consultants in absence management and employment relations work.

Additionally, this is an exciting time for the HR team as we are currently undertaking a project to replace our current HR information and payroll systems. This role will help the team to deliver the project aims with the implementation and launch of the new systems.

If you enjoy working with data and have great attention to detail, you can find full details of the role in the job description available on our e-recruitment portal.