Admin, Finance & IT

Contract Type: Temporary contract – 18 months maternity cover
Grade: FC07
Starting Salary: £32,437 per annum
Hours: 36 hours per week
Location: Iona House, Kirkcaldy / Home working with travel required across Fife.
Job Reference: ON000546

Are you an experienced finance professional looking for your next challenge? Do you thrive in a fast-paced environment where your skills in budgeting, financial reporting, and leadership can make a real impact? If so, we want to hear from you!

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.

We’re a real Living Wage employer, and 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.

About the Role

As an Accounting Technician, you’ll play a key role in supporting the financial operations of Fife Cultural Trust and its Trading Subsidiary. Reporting to the Head of Finance & Administration, you’ll be responsible for preparing budgets, producing financial reports, managing financial ledgers, and ensuring accurate income and expenditure records. You’ll also provide expert financial guidance to non-financial managers, helping them navigate financial procedures with confidence. You can view the full job description on our current vacancies page on our website.

What You’ll Be Doing

• Assisting with the preparation of annual budgets and financial statements.
• Producing and checking financial monitoring reports.
• Ensuring the accuracy and integrity of the financial ledger system.
• Supporting policy and procedure development alongside the Strategic Finance Manager.
• Leading and mentoring a Finance Assistant, ensuring compliance with financial policies and best practices.

What We’re Looking For

We need a proactive and detail-oriented individual who brings:
• Experience working in an accounting environment, ideally with some team management responsibilities.
• Qualifications at SCQF Level 7 (such as an HNC in Accountancy or equivalent).
• Strong IT skills, particularly in Microsoft Excel and accounting systems like Sage or Xero.
• Excellent communication skills, both written and verbal.
• A team-oriented approach, with the ability to support and guide colleagues.

Why Join Us?

• A dynamic role within a respected cultural organisation.
• A supportive team environment where your contributions are valued.
• Flexible working options
• Annual leave entitlement – 25 days per year plus 8 public holidays (fixed)

If you’re ready to take the next step in your finance career and make a meaningful impact, please complete our application form and equal opportunities form and return them to the HR team at hr.fct@onfife.com. The application pack can be downloaded from our current vacancies page on our website.

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 5pm on Thursday 6 March 2025.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

Working closely with the Collections Registrar and Assistant Collections Registrar, the post-holder will:

Implement the existing methodology for review and rationalisation in line with NTS Collections Development Policy and sector best practice

Complete assessments and categorisations of support collections across several Trust sites

Complete a prioritised programme of provenance research, liaising with NTS legal team and external subject specialist experts where appropriate

Complete a process of significance assessment, guiding the input of curatorial colleagues and internal and external stakeholders as needed

Facilitate a planned programme of pest treatments before arranging for disposal, de-accessioning, or return to Trust properties

Other duties which may arise, ensuring that any work produced under the umbrella of the Conservation & Policy Directorate is outcome led, focused on delivery, and supports the needs of properties and aligns to NTS Sustainable practices.

REQUIRED QUALIFICATIONS, SKILLS, EXPERIENCE & KNOWLEDGE

Qualifications

Essential

A full UK driving licence, current for driving within the United Kingdom, own car, and willingness to travel across Scotland

Desirable

Experience

Essential

Strong working knowledge of current best practice in museum collections management and documentation

Experience of, and a sound grasp of, the standards and requirements of the UK Museum Accreditation Standard and the Museums Association Code of Ethics

Strong IT skills with proven experience in the use of museum collections management systems

Excellent attention to detail and a track record of collections research and problem solving

Thorough working knowledge of ethical, legal, insurance and indemnity issues regarding collections and collections rationalisation

Experience and confidence in the appropriate techniques for the handling and packing of museum collections, including an awareness of potential hazards in collections and the appropriate health and safety standards

Excellent liaison and negotiation skills and ability to communicate clearly, both orally and in writing

A strong team player, with the ability to get on with, and collaborate with, a wide range of people and to manage sensitive communication with a variety of stakeholders

Scone Estate is a 400-year-old family business situated in the heart of rural Perthshire. Committed to protecting and enhancing the natural, cultural, and economic environment, we are a forward-thinking diversified rural business comprising Farming, Forestry, Fishing, Property and Tourism enterprises. At the centre of the Estate is historic Scone Palace and Gardens, a 5-star rated heritage attraction.

We are seeking an Assistant Accountant. The role will encompass sales and purchase ledger processing, credit control, bank reconciliations, VAT returns, preparing journals and handling general finance-related admin as required.

About you
The successful candidate will be able to demonstrate strong accounts experience, current and relevant IT skills, previous experience of Sage 200 is desirable. The Finance Department comprises a small team and good communication skills are essential as it the ability to work to tight deadlines and to work with confidentiality in mind. You will have great attention to detail and a positive, pro-active approach, displaying professionalism.

What we can offer
The opportunity to work in a unique and varied environment where no two days are the same. The company provides ongoing training, pension scheme, 34 days paid holiday and membership of our Staff Benefits Scheme which gives access to discounts in our Retail Stores and Coffee Shop, free friends access to the Palace, discounts on self-catering accommodation, and much more.

To apply please download an application form and detailed job description via our website: www.scone-palace.co.uk

The National Mining Museum Scotland (NMMS) is an independent, charitable trust located at the Lady Victoria Colliery in Newtongrange, Midlothian. NMMS is responsible for the preservation and interpretation of Scotland’s mining history and heritage, shining a light on the past to help us look to the future of Scotland’s energy transition. As well as being a 5-star visitor attraction, the Museum holds one of only fifty-one of Scotland’s Recognised Collections of National Significance and offers an award-winning learning programme for audiences of all ages across the country.

NMMS is currently undergoing an exciting transition and has plans for redevelopment of the site including the reuse and repurpose of existing buildings, the creation of a new fit-for-purpose building, improvement of the visitor offer including events space and exhibitions, and the establishment of more sustainable environmental systems. The collection assistants would help with the first phase of this project which will include the movement of part of NMMS Recognised Collections to a new store and the updating of records on the collections management system.

Funding for these posts has been provided by National Lottery Heritage Fund (NLHF).

Job Purpose

NMMS Recognised Collections include mining artefacts, banners, photographs, maps and plans, books, archives and much more. The purpose of the collection assistant roles is to assist the curatorial team with the movement of objects from the current store to a new store on the NMMS premises. The successful candidates will ensure NMMS continues to meet SPECTRUM standards and will be required to input significant amounts of data into the collections management system—Axiell Collections. These posts would be well suited for candidates with excellent attention to detail and who are looking to gain further experience in collections management.

Key Responsibilities

1. Assist the curatorial team (curator, assistant curator and volunteers) with the collections move with regard to object handling, packaging, and data inputting.

2. Ensure NMMS continues to work to SPECTRUM standards and meets the standards expected of an Accredited Museum.

3. Wherever possible, improve the standard of records within the Axiell Collections database to improve accuracy and uniformity of data.

4. Undertake spot checks or audits as required.

5. Attend NMMS meetings as required.

6. Comply with NMMS policies and procedures.

7. Undertake any duties at the request of the line manager which are commensurate with the role, including other work within the Trust.

FOR FULL INFORMATION AND AN APPLICATION FORM PLEASE SEE OUR WEBSITE

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.