Admin, Finance & IT

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

Ensure all general administrative tasks are undertaken efficiently, effectively and timeously, including (but not limited to):

Management of all purchase orders for your cluster of sites, including raising, receipting, reconciling, etc;

Primary point of contact with NTS Purchase Ledgers, for all matters relating to purchase orders, invoices and queries;

Booking of contractors for site works across all of the cluster, and liaison with contractors where required;

Primary admin support to Operations Manager;

Duty Management of your cluster sites as required, such as holiday or sickness cover;

Management of all social media across the cluster, in accordance with the standards as laid down by NTS Social Media Manager and Operations Manager;

Management of all social media content creation across the cluster, including the management of weekly content ideation Teams calls with VSMs/Head Gardeners/Cluster roles, management of shared storage for content, and management of Brandwatch analytical tool;

Participation in monthly testing/learning Teams calls with NTS Social Media Manager and NTS Marketing Manager to ensure all decisions on social media are data driven to maximise effectiveness;

Property correspondence (mail, email and telephone);

Filing and record-keeping;

Diary management for your cluster property diaries;

Processing of membership applications from your properties;

Meetings support (agendas, minutes, etc);

Cashier duties (reconciliation and recording);

Data entry of takings, statistics – weekly, monthly and ad hoc.

Job purpose

This role, providing a Diploma in Digital Marketing at SCQF Level 6, supports and delivers social media activity to help the Audience & Support Directorate and the wider Trust achieve its key objectives.

The post-holder will play a key role in planning, launching, and managing the National Trust for Scotland’s TikTok channel. They will bring the stories from across the Trust to life through engaging social media content as part of the Trust’s brand, marketing, communications and audience strategies.

Through hands-on experience and structured learning, they will gain skills in content planning, data analysis, and audience engagement.

Key responsibilities and accountabilities

Research best practices for non-profits on TikTok and present recommendations.

Support the Social Media Manager in developing a strategy tailored to TikTok’s unique trends and audiences.

Oversee the creation, scheduling, and posting of engaging, trend-driven TikTok content that highlights the Trust’s stories, work and places, and aligns with the Trust’s brand and mission.

Collaborate with property teams and other departments to curate story ideas and visuals for TikTok.

Actively monitor TikTok trends and hashtags to ensure content remains relevant and engaging.

Respond to comments and engage with followers to build a vibrant TikTok community.

Monitor, track and report on performance for internal and external evaluation.

Support the management of the Trust’s other national social media accounts, including content creation, scheduling, community management and data analysis.

Develop skills in line with the SCQF Level 6 Diploma in Digital Marketing, including 65 credits for mandatory and optional units, covering:

Principles of Social Media Advertising and Promotion;

Content Marketing;

Marketing on Mobile Devices;

Principles of Social Media within a Business;

Analyse and Report Data.

JOB PURPOSE
This job is to support Property Teams to improve and maintain high standards of guest feedback and property compliance. It involves liaison with internal and external stakeholders regarding all aspects of bookings, complaints and compliance. The post holder will manage all aspects of bunkhouse bookings and enquiries, wedding bookings and direct NTS bookings, providing excellent customer service. The postholder will manage applications for Short Term Letting Licenses and design and implement a process for Visitor Levy.
KEY RESPONSIBILITIES AND ACCOUNTABILITIES
• Management of booking data across multiple systems – NTS internal system, Supercontrol, Sykes owner portal and Booking.com
• Monitor and update properties on hold to ensure dates are not provisionally held beyond the agreed timeline
• Contribute to the Holidays Strategy
• Review all guest feedback and complaints, compile suitable responses where required in conjunction with property manager and Head of Holidays
• Ensure third party property descriptions are accurate
• Monitor and update cancellations in accordance with the Trust’s terms and conditions
• Administer the Trust’s staff/volunteer discount scheme
• Adhere to all financial procedures in dealing with payments and refunds, request deposits and balance of payment as per NTS Holidays Terms and Conditions.
• Support with monthly reports and queries for Finance Team (month activity and future bookings) and ongoing operational activity and performance reports
• Support with monitoring and sharing of holidays statistics inc occupancy, feedback, compliance

PURPOSE OF THE ROLE:
To provide support and expertise in ensuring IT systems are maintained and available to the Business within agreed Service Level Agreements. To work closely with external service providers in order to provide server support, network support, desktop support and help resolve day to day IT operational issues. This role requires travel to Trust properties and a current driving license is essential.

KEY RESPONSIBILITIES:
 respond to requests for technical assistance in person, via phone, chat, or ticket.
 diagnose and resolve technical hardware and software issues.
 research questions using available information resources.
 advise user on appropriate action.
 follow standard help desk procedures.
 log all help desk interactions.
 administer help desk software.
 follow up with colleagues to ensure complete resolution of issues.
 redirect problems to correct resource.
 identify and escalate situations requiring urgent attention.
 track and route problems and requests and document resolutions
 resolve technical problems with Local Area Networks and Wide Area networks.
 inform management of recurring problems
 stay current with system information, changes, and updates.
 help create and update training manuals and process documents.
 onboard new colleagues
 procuring hardware
 travel to sites to provide hands-on support.

The current duties of this job do not require the post holder to become a member of the Protection of Vulnerable Groups (PVG) scheme, which replaces the ‘Enhanced Disclosure’ check and is administered by Disclosure Scotland.

JOB PURPOSE
To support the Travel Trade and Hospitality department on informatics, archiving, communications with internal and external stakeholders and general administration of bookings .
Under the supervision of the Travel Trade Executive/Manager, manage and deal with all the financial processes related to invoicing and procedures for Travel Trade , with a particular focus on improving business performance through the creation of new processes and procedures

KEY RESPONSIBILITIES AND ACCOUNTABILITIES
Main Duties Operations Executive ,to provide general support to the Trust’s Travel Trade and Hospitality team , and under the supervision of the Travel Trade Executive/Manager – which would include:

• Overseeing the whole invoicing process of Travel Trade bookings (creating invoicing system, checking vouchers, getting in touch with properties and clients for clarification) and assisting with the administration of Venue Hire enquiries
• Assisting other team members (with TTH and wider CE team) with other financial and administrative duties such as raising MasterCard and other POs as required – receipting these orders and working with Finance to resolve any invoice queries
• Administering all central travel trade and Venue Hire enquiries and bookings, including creating systems and procedures to improve efficiency of Travel Trade operations .
• Optimising Travel Trade Booking Systems in order to maximise revenue and profitability
• First point of contact for enquiries from clients and properties to the TT&H team including reviewing and distributing electronic mail, managing three inboxes, maintaining the team SharePoint site, electronic filing etc.
• Reporting : Creating a suite of reports providing the team with crucial business information allowing the department to make better and more informed decisions on business development activities , opportunities and challenges
• Advice : Giving regular advice and support to both the central TTH team and to property teams on how best to manage and facilitate bookings . Supporting colleagues across the organisation with specialist advice and practical guidance with regards to travel trade bookings
• EPOS : Working closely with the Travel Trade & Venue Hire Head of Department, taking an active role in the design and implementation of the new EPOS system for procedures related to Travel Trade
• Policies and procedures : Working very closely with the rest of the team to draft and develop new and/or improve Travel Trade & Hospitality procedures (CRM, Spreadsheet, maintenance of databases, T&C, etc)
• Business development : Taking an active role in helping and supporting the team with business development activities such as attending trade shows, and on occasion, represents solely the Travel Trade team during familiarisation visits with Tour operators .
• Sustainability : creating and supporting others’ financial/commercial initiatives that ensure the department’s drive for sustainability
• Stakeholder management :
o Maintaining strong working relationships with VSMs and OPs in the regions, national support teams and trade clients to promote effective working, provide advice on travel trade processes and foster compliance with Trust policies and processes.
o Acting as general support for TT&H Team as needed – this may include holiday cover, collating data, etc
o Managing client relationships to ensure consistency and continuity of the booking system

PURPOSE OF THE ROLE

The wider purpose of the role is to help drive the National Trust for Scotland’s ability to conserve Scotland’s built and natural heritage under its care.

We have an ambitious strategy to set the direction of success for our centenary in 2031 and we are seeking an excellent Corporate Partnerships Manager (Maternity Cover) to ensure the continuance of excellent management for our current partners, and development of new strategic partnership and sponsorship opportunities for high profile events and campaigns. We work with corporate partners on both a commercial and cause led basis, our aim to ensure maximum benefit for all, especially Scotland’s heritage.

The specific purpose of the role is to manage and develop existing corporate partnerships as well as creating new strategic partnership opportunities and seeking and securing sponsorship opportunities for high profile events and campaigns which drive our charity’s ambition and mission. Partnership and sponsorship opportunities from significant corporate citizens who share our values, are fundamental to our future success driving innovation, promoting cross sector collaboration, maximising income, raising awareness of our charity and engaging and exciting current and new audiences.

You’ll manage and build upon existing relationships with key external stakeholders to build confidence in our charity, strategic direction and funding pipeline. You’ll oversee project and impact reporting for all key corporate partners and sponsors, gathering business critical insight that evidences value & impact and informs future practice.

You will work cross divisionally, with internal stakeholders including marketing, operations, retail and property teams to ensure a collective understanding of existing and new partnership opportunities and ensuring a shared and consistent approach to partnership stewardship and cultivation.

KEY RESPONSIBILITIES

Working with the Head of Fundraising you will implement our corporate fundraising strategy to manage existing partnerships and create new partnership and sponsorship opportunities, achieving target, driving revenue and raising the overall brand profile for the Trust.

Develop and oversee Corporate Membership programme, including external promotion of product, onboarding and management of new members, and maintenance through annual renewals

Work closely and collaboratively with other members of the Fundraising team to ensure a coordinated and consistent approach to corporate fundraising activity.

Work closely and collaboratively with other members of the A&S directorate (Marketing, Membership, Communications) to ensure positioning, brand, messaging, target audiences and activity is aligned and resourced adequately for each partnership.

Build and maintain strong relationships across the Trust to ensure partnerships are fulfilled to the highest standard and funded projects run smoothly and efficiently through to completion, and impact reporting. Relationships with colleagues in Marketing and operational colleagues based at properties across Scotland are especially important.

Monitor CSR/Corporate Responsibility issues in the media and keep up to date with professional fundraising associations and media regarding fundraising tools and skills development.

Research and build ongoing insight for each partner and prospect to better understand their strategic priorities/key drivers, enabling enhanced relationship and outcomes

Ensure due diligence and governance requirements are fulfilled in collaboration with the Head of Fundraising and support the CEO and Trustees to develop relationships with key organisations.

Develop detailed, compelling and relevant funding proposals/concepts in collaboration with internal stakeholders

Devise and deliver high quality, relevant stewardship and engagement programmes for all partners, using organisational networks and opportunities to optimise success

Track, analyse and report on fundraising results in the Corporate field to measure, manage and report performance using agreed performance measures.

Work closely with procurement, project and operations to ensure their capacity to approach prospects is maximised and they are kept fully up to date with our fundraising plans.

Manage income from corporate supporters; ensuring donations are correctly allocated, funds drawn-down and spent to agreed timescales, progress and final impact reports sent to donors.

Monitor and report on spend associated with activity ensuing the correct allocation of philanthropic funds and maintaining a close working relationship with finance colleagues.

Maintain and enhance personal knowledge, skills and networks by playing an active role in the appropriate professional bodies.

This role provides day to day administration support to the Macallan Maturation team and Glenrothes operations teams. Cover for the day to day running of Macallan reception, including all office administration is also required. The role is key to ensure that all HMRC requirements are met in relation to operational documentation, record keeping and stock control.  Although based at the Macallan site, the role provides administration support to Macallan Maturation and Distillation teams and stock administration support for Glenrothes, Highland, Parkmore and Buchley sites. The role is also key to ensure that good working relations with internal and external customers are maintained and that operational teams are supported to deliver the required business targets.

This role involves managing the distribution of barcode labels for New Make Spirit (NMS) and mature spirit operations, processing W8 paperwork and SDVS checks for warehousing activities, and overseeing NMS filling sheets and delivery orders. Responsibilities include coordinating spirit movement compliance, recording vatting and racking details, processing sample requests, and handling cask regauge requests. The role also manages data on cask receipts, dispatches, movements, and stock control of consumables, while handling invoicing, duty payments, and cask-related financial tasks. Additional duties include supporting office administration, managing outgoing mail and samples, liaising with finance, raising purchase orders, and promoting continuous improvement in cooperage operations.

You are IT literate with a good knowledge and experience of MS Office programmes.  Strong organisational skills with excellent attention to detail to ensure accurate record keeping and data entry.  Experience of using stock management systems e.g. SAP.  Warehouse or distillation knowledge is desirable.  Basic problem-solving skills and experience of working to deadlines.  Strong communication skills across many stakeholders.  Ability to adopt new technologies, implement and use when required.  Ability to be self-motivated and demonstrate ownership over tasks.

We’ve put together some criteria that we think is important for this role, but don’t worry if your experience and expertise isn’t an exact match. If you feel that you can add value to our role and to Edrington more broadly, we would welcome your application and be eager to learn more about you.

Full-time, Fixed Term until 31 March 2025
Salary £29,598 – £32,286 per annum
Plus generous benefits package
Hybrid / flexible working

About the role

If you have proven experience of using a digital asset management system with excellent data management skills and a good understanding of copyright, image permissions and GDPR, then we want to hear from you.

You will have meticulous attention to detail with excellent communication and organisation skills. A strong team player, you’ll be instrumental in managing and improving our digital asset management data and processes. You will ensure our collection of images, videos and digital assets are meticulously organised, easily accessible, and optimally utilised to support our programme of systems upgrades.

The difference you’ll make

Reporting to the Head of Collections Info and Digital Asset Management your responsibilities will include:

– Assisting with rights research as part of the archive cataloguing process and evaluating rights issues for digitised collection material.
– Researching and adding metadata to images of collections, places, and events.
– Managing batch data processing workflows for metadata, across our Collections Management Systems and Digital Asset Management System.
– Coordinating copyright clearance support when necessary, to include requests for ongoing copyright work for the permanent collection reproduction and the public programme.
– Identifying creators, subject matter types, copyright holders and their contact details for all digitised archive material.
– Identifying copyright expired and unpublished archive material, and evaluate ‘orphan works’ (within information/framework/advice provided) 
– Recording details and track permission terms and conditions on our systems.
– Drafting, issuing, logging, and monitoring copyright clearance requests and approaches using existing templates. 
– Establishing metadata templates and coordinating with Project Owners to populate them.
– Assisting with administration duties around documenting and reporting on the rights clearance and issuing correspondence.
– Monitoring any data protection and privacy issues arising from any digitised content. 

Who we are looking for

To succeed in this role, you’ll need the following range of knowledge, skills, and experience:

– Experience of using a Digital Asset Management System.
– Awareness of copyright and wider intellectual property issues faced by museums and galleries, e.g. open access initiatives involving Creative Commons.
– Excellent IT skills, including MS Office and familiarity with the principles of database management and operation.
– Excellent organisational skills, especially the ability to prioritise your workload, and work flexibly under pressure.
– The ability to work independently under own initiative, within a line-management framework, whilst also working as part of a larger project team with shared collaborative goals.
– Strong negotiating skills.
– Excellent communication skills with a diplomatic and problem-solving approach.
– Excellent attention to detail and task focussed.

It would also be great if you have:

– An understanding of care and handling of cultural heritage material.
– An understanding of Collections Management systems and procedures.
– A working knowledge of online image purchasing /e-commerce and rights and uses licensing.

For more information and to apply, please visit our careers portal.

Closing date for completed applications is 12 noon on Monday, 07 October 2024.