Admin, Finance & IT

Scottish Canals are the custodians of the nation’s canal network and surrounding estates. Our vision is to invest in the canal network to generate lasting benefit for people and communities; celebrating their industrial heritage, ensuring they offer quality green and blue spaces for people and communities and contribute to Scotland’s resilience in tackling climate change.

Our success is rooted in valuing the contributions of our entire team – we care, we create, and we collaborate to continue to deliver a whole range of activities from boating, paddling, walking and wheeling to living and playing and improving what the canals have to offer to our visitors and communities. We also work collaboratively with our partners and stakeholders to contribute to a wealthier, fairer, greener and more resilient Scotland.

As an employer we offer a truly unique opportunity to be part of our team, help us realise our vision and contribute to safeguarding our heritage and ensuring our canals flourish now and in the future.

We currently have an exciting opportunity for a Database Administrator to join our Assets team in Falkirk or Glasgow. At Scottish Canals, the Asset Management Strategy’s success depends on a robust strategy, plan, and relevant procedures. Scottish Canals utilise the database system known as AMX (Asset Management Expert) to manage all our assets. You will support the Asset Team in the management, development and maintenance of this database, and be the primary point of contact for all staff within Scottish Canals who utilise AMX as part of their role. You will ensure the continued management and updating of the database to provide an accurate assessment of the overall assets condition, management and maintenance. You will also ensure Scottish Canals are fully compliant in all aspects of our duties and responsibilities; and ensure the continued smooth operation and management of our assets through the management of the AMX Database and its alignment with the Asset Management Strategy and Plan. The role is offered on a permanent basis, and with a starting salary of £30,069 (Band C). Working hours 35 hours per week, Monday – Friday.

Scottish Canals offer a generous annual leave entitlement of 28 days, plus 10 public holidays, along with enhanced sick pay, discounted shopping vouchers, health cash plan and a contributory pension scheme with up to 10% employer contribution.

Primary responsibilities of the role:

You will maintain, manage and upgrade the AMX database to ensure it is an accurate record of the number and condition of all our assets,
You will support the Water Inspection Operatives (WIO’s) in delivering their daily tasks.
You will review all inputs/updates to the database and diagnose and solve any inaccuracies quickly, be it user error, incorrect recording of data or incorrect reporting of an asset condition, to ensure smooth operation and maximise its use as a management tool for all Scottish Canals recorded assets.
You will be able to communicate and liaise with colleagues from the wider organisation, be able to follow up on queries, and provide required information timeously, while ensuring the database and software is up to date, relevant and fit for purpose.
You will assist the Asset Technical Manager and Senior Asset Engineer in managing the day to day inspection work packages and ensure all the Water Inspection Operatives have the correct information to discharge their duties. You will review the returned information and ensure appropriate allocation of tasks created from that information.
You will assist the Assets Technical Manager in the development and management of all relevant inspections required on all assets to ensure Scottish canals remain legally compliant in our role as an Asset Manager.
The above is not an exhaustive list of role requirements, and you will from time to time be required to carry out other roles within the context of the Asset Teams remit.

Qualifications and knowledge required:

HNC/HND in IT based discipline
Skills and experience required:

Proficient in use of MS Office packages
Experienced in database management, preferably in a construction/engineering environment
High level problem solving skills
Analytical & Critical Thinking skills
Ability to communicate complex technical information and concepts to a non-technical audience
Full knowledge and experience in IT standards and practice including GDPR

Qualities & abilities required:

Excellent written and verbal communication skills
Attention to detail
Self-starter and self-motivator
Willing and able to travel across the canal network

Scottish Canals reserve the right to close this vacancy before the closing date if a sufficient number of applications are received.

ShapeJOB PURPOSE

This job delivers wide and varied operational administrative support to the business, focused on routine/cyclical employee transactions. The role requires daily communication with managers at all levels across the business, guiding managers to ensure compliance with legislation and Trust policy and to promote best practice.

It is a pivotal role ensuring our people data is accurately and appropriately recorded and managed both within and out with the People & Payroll System (People XD).

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

Deliver routine/cyclical employee transactional administration including:

Advising and challenging managers on the correct procedures to be followed in People-related activities such as:

– contractual changes

– Starters/Leavers/Onboarding processes

Drafting and issuing employment contracts and processing employment correspondence

End-to-end Recruitment process advice and guidance to applicants and management, including:

how and where to best advertise vacancies

how applicants access our roles and the benefits of working for the Trust

the responsibilities of applicants and managers in the onboarding process

Recruitment quality assurance, including pre-employment checking

Supporting Lead Consultant and HRIS Analyst with pay award and pay progression processing

Ad hoc one-off projects, activities, advice etc

As 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

As required:

Support general administration of the function, e.g. file management

support devolved projects/activities

participate in internal and external meetings

REQUIRED QUALIFICATIONS, SKILLS, EXPERIENCE & KNOWLEDGE

Essential:

Demonstrable knowledge of the basic context of employment legislation, operations, and best practice.

Demonstrable sound administrative experience within a People function (that supports a multi- site operation), including:

Routine life-cycle activities (from recruitment to leavers processes);

Liaising with external suppliers/contractors;

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

Flexibility to prioritise and re-prioritise workload in the face of changing demands

PURPOSE OF THE ROLE

The wider purpose of the role is to support the interactions we have with our supporters ensuring that we build meaningful relationships with them through our excellent supporter care to encourage loyalty of support and in turn, generating the vital funds we require for the continuation of our charity’s work.

The specific purpose of the role is to provide excellent service and care to our many supporters, including but not limited to members, donors, and visitors. It’s your role to build strong relationships, offer great service and encourage future support, providing a positive experience of the National Trust for Scotland. As well as processing memberships and carrying out administrative tasks, you will be the first point of contact for general enquires for the organisation and It’s your responsibility to ensure that every interaction leaves our supporters, or prospective supporters, feeling thanked and valued and most importantly excited to continue or start their membership and support to the National Trust for Scotland.

KEY RESPONSIBILITIES

To deliver exceptional supporter care across multiple channels – In most cases you are the first line of enquiry either by telephone, email, social media, letter or occasionally face to face.

To be welcoming and helpful for people contacting our charity who may have a question or feedback.

You will present a professional and proactive approach to supporter retention and recruitment

You will respond to enquiries in a timely, considerate and caring manner adhering to our specified SLA’s

You’ll be expected to know the Trust’s activities, products and policies and be able to communicate them confidently to our visitors, members and donors.

You will be expected to manage supporter data in accordance with GDPR and PECR regulations and be proactive in ensuring data is up to date and accurate

Provide support to the Supporter Care Manager, CRM manager and other internal departments with time-critical, data sensitive tasks.

You will ensure all interactions with supporters are logged in the CRM system and where appropriate passed on to the relevant department(s).

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

Supporter Care

Co-ordinate and manage the effective delivery of day to day operations of the Supporter Care Team, ensuring all tasks are allocated, monitored and delivered effectively including administration tasks such as dealing with incoming enquiries, outgoing communications and processing memberships, payments, refunds, gift aid, direct debits and mail

Co-ordinate and oversee effective delivery of other tasks as necessary or directed

Ensure delivery of exceptional supporter care in response to enquiries via telephone, email, social media, website, letter and occasionally face to face

Direct individuals to undertake and complete tasks professionally and effectively

Monitor and report on team performance and effectiveness

Manage and respond to complaints, escalating to the Supporter Care Manager as necessary

Identify and recommend process and systems improvements to improve team performance, member service and member experience to the Supporter Care Manager

Implement and monitor process and systems improvements as agreed with the Supporter Care Manager

Meet supporter care service targets

Ensure industry and NTS best practice is adhered to

Positively influence team culture and performance

Represent the Trust, communicating effectively and confidently to internal and external team members, colleagues and stakeholders.

Evaluate supporter feedback and identify ways to maximise supporter satisfaction.

Ensure that standard operating procedures are documented and maintained.

Produce written reports when required to do so.

Proactively establish and develop good working relationships with individuals and departments across the Trust as well as our external fulfilment house and ensure the team has the information they need to deliver to members.

Monitor the Supporter Care Team to process supporter data in accordance with GDPR and PECR regulations and work closely with the Supporter Care Manager and CRM Manager to ensure supporter data is effectively managed.

People management

Motivate, support, advise and develop the Supporter Care Team Executives, acting as a first point of escalation for any complaints received.

Plan team rotas to make sure that there is sufficient cover at all times.

Lead on developing and delivering training to Supporter Care Team.

Provide induction and on-going training and coaching of team members.

Provide team and individual insights to the Supporter Care Manager for the purposes of e.g. formal Performance Review (Annual and Mid-Year).

Assist with the recruitment of new team members.

KEY RESPONSIBILITIES

Following a schedule determined by the Head of Health & Safety:

Review existing H&S policies and procedures for compliance with legislation and industry “best practice”, drafting any necessary updates for appropriate consultation and (re-)launch;

Research and draft new/additional H&S policies and procedures to comply with legislation and industry “best practice”, including highlighting any areas of potential contention, drafting appropriate timelines for consultation, assisting with consultation processes, and drafting potential launch timelines and mechanisms;

Ensuring policy “sign-off” by Head of Health & Safety (and HS committee) prior to launch

Support wider H&S projects by providing policy or procedural insights to ensure internal compliance and consistency with our own stated “rules”.

Provide full “secretariat” services to the formal National Health & Safety Committee, including (but not limited to):

Making all practical meeting arrangements (diary coordination, venue booking, catering and travel arrangements as necessary, distribution of minutes, reports, and action-plans);

Making the formal notes of each meeting including taking minutes, maintaining action-plans, logging reports, noting decisions;

Pursing Committee members for updates on agreed actions, escalating any concerns to the Head of Health & Safety;

Maintaining the Trust’s record of its H&S discussions and decisions in a way that is easily retrieved and auditable.

Under the direction of the Head of Health & Safety, lead on the collation, analysis, and reporting of departmental and Trust-wide H&S data, producing insightful reports and draft management information to support the work of the Head of H&S, the H&S Advisors, and senior managers of the Trust.

Key Requirements of the Job:

Monitor and record energy use – providing regular reports and updates

Contact energy suppliers and ensure payments are up to date

Ensure all energy bills are based on actual readings

Transfer payments to direct debit (where possible)

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

The Energy Administrator will:

Report directly to the Head of National Estates.

Collate energy consumption with the National Trust for Scotland.

Identify types of energy used in each property and monitor maintenance, servicing and replacement requirements in line with the Trust’s policies.

Act as the Trust’s primary contact with all utility providers.

Populate a database for all utilities: electricity, gas, oil, solid fuels and water. There are approximately 800 MPANs 150 water meters and numerous gas and oil installations.

Monitor solid fuel use across the Trust

Manage the handover of bills from one user (or tenant) to another.

Scope suitable energy management platform(s) to consolidate NTS energy use – particularly incorporating smart meters, half-hourly meters and real-time reporting.

Deal with day-to-day queries and issues.

Regular liaison with the Environment and Climate Change Team.

Benchmarking energy consumption against best practice guidelines.

Carrying out site inspections and completing energy surveys.

Keeping up to date with energy legislation.

Liaising closely with the NTS Climate Change Team.

What you will be doing

You will support the employee lifecycle (daily/weekly basis)

As the first point of contact for all HRIS queries (People XD/Core HR), you will deliver excellent customer support to all users and investigate and resolve technical issues.

Assisting with the day-to-day support of People XD entries, enquiries, and requests for reports/MI across all people lifecycle processes.

Working collegiately between the internal ICT team, the People Department, and the Finance Department to ensure the accurate and efficient processing of people related data and information.

Use functional and technical knowledge to provide employees with general guidance and informal training as needed.

Update the system with changes to organisational structure, and support data quality checks to ensure highest standards of data quality.

Support employee self-service and manager self-service functionalities.

Ensure data security and compliance with relevant regulations.

You will support on other cyclical activities (Monthly/Ad hoc specialist)

Responsibility for producing and maintaining monthly analytical reports, at times on an ad hoc basis.

Responsibility for creating, maintaining, and removing system user access and updating current role specific profiles when required in line with our Data Protection and GDPR processes/policies.

Conduct regular audits to ensure data accuracy and compliance.

Understanding and resolving technical issues and updates from the systems provider

You will be our day-to-day lead for system management (Technical)

Maintaining internal database files and tables and developing custom reports to meet the requirements of the business.

Maintain existing system design and integrity such as reference tables, hierarchies, workflows, user defined fields (UDFs) and reporting functionality.

Ability to interpret technical information provided by the systems operator in order to maintain, reconfigure or repair potential issues.

You will also help with organisation-wide deliverables (Pay Award, Audit activity)

Support HRIS Analyst in various large scale remuneration related projects, such as annual pay awards, insurance renewals, pay progression, etc.

About our People and our HRIS

The National Trust for Scotland is one of the country’s leading conservation charities, looking after a diverse range of Scotland’s heritage across the Scottish mainland and islands – more than 120 sites!

Our team of 1,100 employees and 2,500 volunteers carry out an amazing range of roles from archaeologists to accountants, from countryside rangers to curators, from fund-raisers to fire-fighters, and many more.

Within the People XD system, we currently have the following modules: People Management, Talent Management, Insight, and Core Expense, with an outsourced payroll function. 

Who are we looking for?

We would love to hear from you if you are/have:

Analytical mindset with the ability to translate complex data into actionable insights.

Ability to, with confidence and accuracy, handle and manipulate large amounts of data into usable spreadsheets

You will be part of a large HR department, so will require an understanding that the employee lifecycle is an important context for the systems work you will be carrying out.

Primarily you will work independently and manage multiple tasks simultaneously in a fast-paced environment.

Ability to handle confidential information with maximum discretion.

Demonstrates high accountability, attention to detail and ability to work independently.

You will have superior problem-solving, troubleshooting and analytical skills.

Strong interpersonal and communication skills with the ability to collaborate effectively with diverse stakeholders.

We need you to have the following essential skills and experience:

Demonstrable experience of deep use and understanding of at least one HRIS in terms of end-user experience and overall functionality.

Highly proficient in use of Excel, such as vLookups and formulas.

Previous experience working within an HR department.

Demonstrable general understanding of the people management context of HRIS, i.e.: understanding of processes relating to:

Personal information;

Recruitment, onboarding, induction, probationary review, performance review, training and development, and leavers;

Timesheet, annual leave, TOIL, other leave and payroll;

Sickness absence;

Volunteers;

Pay, pension, and benefits.

Demonstrable knowledge of basic data protection legislation and its cross-over into systems data, access/retrieval/deletion/transfer, and security.

What we want you to be responsible for

Understanding the Trust’s corporate requirements and standards, supporting the Finance & Corporate Services Directorate to ensure it has the correct governance mechanisms in place to fulfil these, and report on these as required. Typical areas are, for example:

Management Support

Business Support to the CFCO, including performing all PA duties.

Travel, events, diary, correspondence and meetings management and communications

Improve the financial performance of the directorate by:

Supporting directorate budget holders in monitoring and controlling their budgets

Providing input into year-end processes, helping to identify and track accruals and prepayments

To provide induction/training/support on the use of the finance system

Assisting with documenting key work-processes, analysing their effectiveness, and supporting team-Leads with their continuous improvement.

Project Management Support

Provide administrative support to PMO and Project Management Group (cross F&CO directorate group)

Assist in development and maintaining of project management documentation and reports

Business Support Improvements and Effcienices

On behalf of and directed by CFCO, conduct concept development around business support initiatives

Identify, lead on, and embed, areas for savings through business process improvements and support delivery

Support development and facilitate the creation of ‘communities of interest’, cross functional teams and ad hoc working groups, promoting a One Trust culture

Compliance & Controls Management

Liaise with FCS teams to produce accurate, consistent reporting on all audit actions.

Ensure FCS compliance with mandatory training

Oversee FCS purchase order compliance – making sure internal controls are in place and procurement and budgetary guidance is followed

Co-ordination of new starter process with line managers on documentation compliance, equipment and induction needs

Monitor leavers to ensure removal from systems and payroll

Health & Safety, Environment Matters

Ensuring personal/delegated compliance with Trust requirements and initiatives relating to H&S, Environment

Stakeholder Management

Upholding high standards of relationship management and collaboration with internal stakeholders (senior management, trustees, technical experts, operational leaders and staff)

How we would like you to achieve this:

We want you to work in a way that is wholly consistent with our stated organisational values.

We want you to be customer-focused, supporting the team to always keep in mind how their activities impact on our colleagues across the Trust, but without losing the integrity and efficiency of processes.

We would like you to build particularly close relationships with the Technology Director, Finance Director, Data Protection Officer, Head of Project Management and Head of Procurement (the Directorate Heads) so that you can encourage and support cross-functional working.

We like to be kept informed so it is important to us that you keep good records relating to your activities, 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, presentations, and activities for different internal audiences (from front-line staff to director/CEO/board level, as well as for external stakeholders).

You’ll be a daily user of (in particular) the Trust’s finance system, and of Microsoft products (including Sharepoint for collaborative file sharing).

People Advisor, Renfrewshire/Hybrid, Full Time, 37 hours, Permanent, Grade 09: £46,109.88 – £48,482.90 p.a.

Please open the above attachment for the Job Description and Person Specification.

OneRen is a vibrant and ambitious culture and leisure charitable company that delivers services and experiences across Renfrewshire. Originally established in 2003 to manage and deliver sport and leisure services in 9 venues on behalf of Renfrewshire Council, in 2015 the charity was expanded to include the delivery of cultural facilities and services, increasing our asset base to 64 venues and over 20 outdoor recreation sites.

Our vision is to improve the health, well-being and quality of life of local communities through accessible arts and culture, leisure and sporting opportunities. We deliver a year-round programme of activities and services that meet the needs of our diverse audience groups. As well as supporting the economic regeneration and civic renewal of Renfrewshire, we are developing a cultural portfolio intended to raise the profile of Renfrewshire as a national and international cultural and tourism destination.

We are looking for a truly engaging People Advisor to join our people team on a permanent basis. The purpose of this role is to specialise in creating and maintaining a positive and rewarding work environment for our team members. The role of the People Advisor is to work with our teams to provide specialist advice and support on programmes from the team member lifecycle from hire to retire with a specific focus on learning and development, recruitment, induction, absence and case management and to work on initiatives and projects that focus on continuous improvement.

The role offers a lot of variety and opportunity. OneRen is in an exciting time of its journey with the Paisley Reimagined Museum coming on board in 2026 it could not be a better time to join. The successful candidate will have a positive can-do attitude who is able to multitask and manage a range of activities without being phased.

If this sounds like you, please apply.

At OneRen we are operating with a hybrid way of working empowering the team to balance their time between home and the office, there will be a requirement to work in our sites within the Renfrewshire area.

Closing date: Friday 31 January 2025

Interview date: to be confirmed

The successful candidate will be required to undertake a Basic Disclosure Scotland check.

If you would like further information in relation to the Disclosure Scotland checks, please visit their website.

Applications are welcome from candidates from all backgrounds including those with disabilities and candidates who have ‘care experience’.