Admin, Finance & IT

Who are we?

We are Scotland’s design museum. Designed for everyone, firing imaginations and sparking curiosity in design across Scotland and around the world. At V&A Dundee we are on a mission to inspire and empower through design.

Design shapes our world, it’s part of everyday life and it’s everywhere. We are a museum with energy and have a vision of the future where everyone is inspired through design and recognizes its far-reaching impact in our lives.

We are a welcoming place for people of Dundee to explore design and to use as an everyday part of their city, as well as inviting visitors from around the world. We are part of the V&A family of museums that celebrate creativity in all its forms from across centuries, for everyone.

Role Profile:

The CRM & Insights Manager is responsible for leading effective and efficient management of customer data at V&A Dundee across ticketing, retail, membership and CRM systems. The role will lead on data and insights for the museum to inform audience development, evaluation and reporting for key stakeholders. The role oversees the operation and development of these systems, working across departments to maximise income generation by embedding activation strategies to grow income, data, loyalty, support and attendance.

Duties and Responsibilities:
Support the Head of IT and Digital to deliver an integrated and responsive IT service focused on CRM and ticketing platforms which will support the operation of the museum, its public and business objectives.

Play a pivotal role in building loyalty, repeat visits and income generation in collaboration with the Marketing and Membership teams.

Develop, implement and manage an insight-led CRM strategy defining how the organisation manages customer relationships, from visitors to members to external stakeholders.

Lead the organisations approach to GDPR, ensuring policies and guidelines in place around collection and use of data.

Define and lead cross departmental data acquisition plans to inform audience development ambitions and targets.

Support the development and management of the organisations data dashboards and reporting mechanisms.

Analyse and evaluate data to provide reporting, evidence-based recommendations, and support for services to achieve organisational objectives and defined performance measures.

Creation and delivery of an overarching retention and acquisition strategy, including data driven segmentation.

Use data to analyse customer satisfaction and market research to identify the latest strategies to improve, build and strengthen customer relationships.

Project manage all upgrades to existing customer systems, troubleshooting on issues and any changes and migrations.

Implement and maintain legal compliance and full business continuity protocols for customer systems and related areas, ensuring particularly that the front of house team is fully supported in any instance of systems failure.

Generate and manage regular customer data reporting to internal team as well as external partners including Dundee City Council, the V&A, ALVA and ASVA.

Work with team leads for each customer system to analyse and report on data to support the growth of income, loyalty, support and attendance.

Work with the directors of Audiences & Media and Operations to ensure effective pricing structures are in place.

Provide cover for the IT & Business Intelligence Officer during periods of annual leave.

Be available out-of-hours in emergencies or to respond to urgent ticketing, retail or CRM business continuity issues on an occasional basis.

Any other duties determined to be reasonable for this position.

Deadline for applications: no later than 11.59, 26 February 2024. Interviews will be held on 05 March 2023.

This is a full-time position, working 37.5 hours per week working in a hybrid flexible environment with a mixture of home working and working from our museum in Dundee. We offer a generous package including 38 days holiday, pension scheme, company sick pay, entry to V&A Dundee paid exhibitions and many more discounts and benefits.

We are looking for Curatorial Assistant with proven collections management skills, attention to detail and organisational skills to maintain and deliver collection management procedures to the standards appropriate for an accredited museum. The role will work on the ongoing inventory of the collection. This post will help implement the museum’s exhibitions programme and display refreshes.

Main Duties and Responsibilities:
Assist with the organisation and maintenance of the museum’s collections stores
Maintain, update and help to develop the museum’s collections management system
Handle and process objects within the museum’s collection including the management of new acquisitions and loans
Assist with preparation / mounting of exhibitions & displays
Undertake research for upcoming exhibitions
Assist in the general work of the museum

The post holder will be part of the curatorial team, working with the Collections Assistant and line managed by the Collections & Exhibitions Keeper.

The role is 35 hours per week and temporary contract until October 24th 2025.

JOB PURPOSE

With increasing risks associated with data protection and cyber security and the need to ensure we regularly monitor, advise on, and remain resilient in our data protection activities; this role exists to support the Data Protection Officer in advising the Trust and monitoring compliance with UK and EU privacy legislation including the UK GDPR, EU GDPR, Data Protection Act 2018 and the Privacy and Electronic Communications Regulations. The Deputy DPO will also act as the Trust’s Data Protection Officer (DPO), in their absence.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

• Support colleagues across the organisation with specialist advice and practical guidance on the implementation of privacy management policies and procedures.
• Assist in the recording, monitoring, and reporting of risks associated with data processing activities and identify actions that can be taken to mitigate risk.
• Assist in the preparation of reports to the Trust’s Board and Executive Committee through the collation of key management information, including case management statistics and updates on the delivery of training.
• Support the annual review of all privacy management policies and procedures in line with legislative changes and organisational requirements.
• Plan for legislative changes and their impact on Trust activities, identifying risk associated with the changes and managing workload to address such changes.
• Support the delivery of mandatory training in data protection, cyber security, and PCI DSS – including the delivery of refresher training to volunteers and employees.
• Process data subject rights requests, including Subject Access Requests, Erasure Requests and Objections to Processing, in line with the legislative timescales.
• Support the development of an annual auditing framework for data processors to ensure they continue to meet our expectations in the handling of Trust data.
• Work with the DPO to advise on possible solutions to challenges with systems and processes in order to mitigate risk.
• Coordinate and record quarterly meetings with the data champions’ network.
• Oversee the production of a quarterly newsletter with support of the data champions.
• Lead on the review of the data inventory and ensure it remains up to date.
• Promote and advise on the application of data protection by design and default when developing new systems and processes across the organisation.

The People Team provides an HR professional and support service to Regions and Departments across the Trust. The Apprentice role will contribute to the smooth running of the People Team by providing administrative support to various HR-related activities.

The People Team Apprentice role will provide training in a variety of administrative tasks in a Human Resources setting. This apprenticeship is a great opportunity to learn, train and experience work in a professional environment where we take pride in providing an excellent service to colleagues and managers across the Trust.

The Apprentice will also study for a Modern Apprenticeship (SVQ in Business Administration at SCQF Level 6) with Rewards Training.

Full-time, Permanent
Salary £29,017 – £31,653 per annum
Plus generous benefits package
Hybrid / flexible working
April 2024 target start date

About the role

There has never been a more exciting time to join the Finance team at the National Galleries of Scotland. In this newly created role, you will play a key part in helping us to develop our finance and procurement systems.

The perfect candidate will have a keen eye for detail, with a structured and logical approach to tasks, be organised, and have excellent IT skills. You’ll also be enthusiastic about new technology and implementing new accounting systems.

You will assist in the preparation of our budget setting and monitoring process of our finance systems. This will help to deliver timely financial and management information to our budget holders and employees. This is a key function in an increasingly difficult financial environment where close monitoring of forecast results against budget is essential to ensure efficient utilisation of resource.  

You will work with the IT team and external support providers to develop the systems. You’ll also be tasked with establishing how the Finance team can use Teams and M365 to its potential and train to become a super user on M365 to support the transition for the Finance team.

Tasks will also include co-ordinating the production of procedures, training staff to use the systems, effective application of software and production to allow analysis of the data in an efficient manner.   

The difference you’ll make

Reporting to the Management and Systems Accountant you will work closely with them and the Finance team. You’ll assist in the consolidation and monthly reporting of our budget and forecast results, i.e. income, expenditure, staff costs, funded and capital projects.  Your responsibilities will include but not be limited to:

– Assisting with the management of our Financial budget setting and monitoring process. 

– Administration of the delegated authority process. 

– Working with other financial colleagues for timely delivery of monthly consolidated forecast financial results including income, staff costs, department expenses, project costs and commercial results. 

– Assisting with the delivery of quarterly staff cost and headcount reporting to the Leadership Team and individual departments, and preparation of the establishment review working with HR. 

– Assisting with preparation of the detailed staff costs budget, which will, working closely with the Management and Systems Accountant support the annual pay remit process. 

– Handling of internal support calls and referring and managing resolution with external software support companies and other financial colleagues.  

– Administration of our financial systems including creating users, setting security and access levels in line with our delegated authority levels. 

– Coordinating the provision of training and support and development to staff across the organisation on finance related systems and procedures. 

– Coordinating the review of systems to establish possible integration of systems e.g. Microsoft Dynamics GP, eRequest and EPOS systems.  

Please apply directly via our careers portal.

The closing date for completed applications is 12 noon on Monday, 22 January 2024.

JOB PURPOSE

Procurement is a small busy team providing a support service to Directorates and Departments across the Trust. We manage national contracts and tender for contracts over £50,000 in value, as well as providing advice on procurement matters as required. The Apprentice role will contribute to the smooth running of the Procurement team by providing a variety of admin support.

The Procurement Apprentice role will provide training in a variety of administrative tasks in a procurement setting. This apprenticeship is a great opportunity to learn, train and experience work in a professional environment where we take pride in providing a good service to colleagues across the Trust.

The Apprentice will also study for a Modern Apprenticeship (SVQ in Business Administration at SCQF Level 6) with Rewards Training.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

The Apprentice will take direction from the Head of Procurement (or other delegated team member as appropriate to the task), working alongside other staff. The Apprentice will have regular guidance and review from Rewards Training, who are working on the Trust’s behalf as our training provider. The employment is for a fixed period of 12 months, subject to continued progression on the course and acceptable performance.

Duties will include:

• General admin support for Procurement – this may include obtaining requests for pricing from suppliers, expediting orders, collating data and producing reports, administrative support for tendering etc.

• Supporting the supplier onboarding process when new suppliers are being added to the finance system including checking that New Supplier Forms are completed adequately, appropriate insurance cover is in place, and bank details are checked before the new supplier is created.

• Other work related to the finance system such as data cleansing, and user acceptance testing in support of system upgrades.

• Raising purchase orders, receipting these orders and working with Finance to resolve any invoice queries.

• Monitoring the Amazon Business account to provide timely PO approval or feedback to users where you are querying or rejecting orders.

• Providing support for managing utilities contracts as required.

• Any other relevant duties appropriate to the role.

To provide a consistently high standard of customer care at all times:

• Assisting colleagues with queries in an efficient and friendly manner and passing enquiries on to other team members where appropriate.
• Working in harmony with other departments (such as Finance) to provide an efficient service for the Trust.
• Adhering to Trust procedures at all times.

Health and Safety

• Work within the Trust’s Health and Safety policy and procedures.

CONTEXT
The National Trust for Scotland is the charity that cares for, shares and speaks up for Scotland’s magnificent heritage. Since 1931, we’ve pioneered public access to and shared ownership of some of the most magnificent buildings, collections and landscapes in Scotland. We’re Scotland’s largest membership organisation and we’re independent from government.
The Audiences and Support Directorate brings together a range creative and specialist skills to build support for our charity. Working closely with colleagues across Scotland, we protect, enhance and build the Trust’s reputation, positioning our charity as a leader in protecting and sharing Scotland’s natural, cultural and historic places for everyone to enjoy. By listening to our audiences and placing them at the heart of what we do, we grow support for our charity; increasing membership, inspiring visits and generating vital income through philanthropic work.
JOB PURPOSE
This role is responsible for planning, developing and delivering engaging content for our staff and volunteers across a range of internal channels, supporting our shared communications vision. The postholder collaborates with stakeholders across the National Trust for Scotland supporting local and national organisational objectives.
The Trust is committed to open and effective internal communication. Everyone has a part to play in achieving our internal communications vision, helping ensure colleagues voices are heard and where easy access to information which empowers people in their roles.
This role backfills an internal secondment.

Hours: Full Time/ Part Time (4-5 days Per Week)
Duration: Permanent

We are looking for an exceptional Assistant Accountant to join our happy and high performing team. This position presents a rare opportunity to join Tripadvisor’s No.1 UK Attraction, The Royal Yacht Britannia, a leading five-star visitor attraction and exclusive events venue with an outstanding reputation for quality and customer experience, and the team behind our sister ship, Fingal, Scotland’s only luxury floating hotel (Scotland’s AA Hotel of the Year 2023 and Edinburgh’s No.1 hotel on Tripadvisor).

This role offers an exceptional opportunity to gain a broad range of accounting experience across one of the visitor attraction/hospitality industry’s leading businesses.

Company benefits include:

– 6.6 weeks/33 days pro-rata, annual holiday entitlement (one week/5 days pro-rata more than statutory min).
– Hybrid working opportunities.
– Performance and loyalty payment scheme.
– 10% employer pension contribution, with a choice to contribute up to a further 5% yourself, which would then be matched by us as well! (so 20% potential contribution to your pension).
– Free car parking for staff.
– Up to one week/5 days pro-rata, long service holiday entitlement.
– Life Assurance.
– Employee Assistance Programme.
– Complimentary tickets and staff discount (Britannia and Fingal Hotel and other luxury hotels).

Finance Team

The Finance Team, under which this role sits, is involved in a wide range of activities, ranging from day-to-day financial processing, to playing a role in formulating the organisation’s financial strategy. We provide support to Britannia and Fingal’s managers and staff who are responsible for delivering quality experiences to our visitors. We are looking for an Assistant Accountant to join the friendly team on board (your office would be on Britannia!).

The Assistant Accountant Role

The core purpose of the role is to provide support to the Senior Finance Manager, Finance Manager and wider Finance team in both management and financial accounting disciplines.

Critical to the success of the role will be to gain an active understanding of each department, so that direction and advice can be given on all aspects of month end reporting, budgets, forecasting and other financial and non-financial matters relating to the development of the company.

The post holder is required to use their initiative and be pro-active in supporting the Senior Finance Manager in seeking to improve the companies’ financial position, performance, and mitigation of risks.

The post holder will support the Finance Managers, Managers, and Directors in monitoring and taking remedial action to ensure financial performance meets key corporate performance indicators.

Main Duties, Responsibilities & Accountabilities:

– Working in conjunction with the Senior Finance Manager, Finance Manager, and wider Finance team to ensure the delivery of high standards of transactional processing, as well as providing excellent financial guidance and support to the business.
– Support the Senior Finance Manager and Finance Manager in the preparation of the monthly management accounts, including undertaking tasks such as accruals & prepayments, stock adjustments, fixed assets and tax, all in accordance with the month end timetable.
– Preparation and review of monthly management information packs for Directors and Managers.
– Post month end, meet with certain Directors to review performance against budget and provide guidance as and when required.
– Support the Senior Finance Manager to ensure the delivery of revenue and capital budgets in accordance with budget timetable.
– Support the Senior Finance Manager in the preparation of the Annual Reports for both the Group and trading subsidiary.
– Carrying out ad hoc reporting where required by the Senior Finance Manager or Finance Team.
– Take ownership of the company’s aged debt including effective credit control management.
– Take a lead role in developing the finance team’s reporting capabilities from our new Finance system – Access Financials.
– Ownership for the Gift Aid process, including month submission and reconciliation.
– Undertaking daily/monthly monitoring of company financial information.
– Supporting the Senior Finance Manager in ensuring that appropriate internal financial controls exist across all departments.
– Preparation of various regulatory returns, including VAT and National Statistics.
– The successful candidate will be trained in other aspects of a busy Finance Office including Accounts Payable, Daily Sales, and Treasury, and will undertake these roles when the other Finance Assistants are on annual leave.
– Carrying out any other duties as may be requested from time to time by the Director of Finance & Administration, Senior Finance Manager and Finance Manager.
– Other ad hoc duties as required.

Accountability

The Assistant Accountant is accountable to the Senior Finance Manager.

Qualifications

– Good level of education with at least GCSE / Standard Grade / National 5 English & Mathematics at Grade 1-3 or equivalent is essential.
– AAT Part Qualified or equivalent experience is desirable.

Experience

– Basic understanding of accounting principles (debits & credits) is essential.
– Minimum of 2 years’ experience at Finance Assistant level or above is essential.
– Ability to use IT systems efficiently and effectively (MS Word, Excel) is essential.
– Experience of using accounting software (we use Access Financials) essential.
– Ability to work with bespoke IT systems is essential.
– Excellent understanding of accounting principles is desirable.
– Relevant work experience in a similar organisation or background is desirable.

Personal Attributes

– Sound, consistent personal organisation, and effective time management.
– Ability to work relatively independently with minimal supervision.
– Ability to work effectively and participate fully within a team environment.
– Ability to provide accurate, relevant responses to both the finance team and external parties.
– Manipulation and presentation of financial data to suit needs of varying recipients.

Personal Qualities

To excel in this role, you will need: strong communication skills; an eye for detail; good organisational skills; a positive and flexible approach when managing a busy and varied workload. It is also essential that you are passionate about delivering excellent internal service and have a very good sense of humour!

If you feel you have the personality, skills and experience we are looking for, then we would love to hear from you.

How to Apply:

Please send your CV and a tailored covering letter outlining why you feel you would be suitable for the role of Assistant Accountant to: jenny.dall@tryb.co.uk.

Closing date: 19 January 2024.

Interviews: TBC

No agencies please.

Please note, depending on the volume of applications we receive, we may be unable to respond to unsuccessful candidates. If you have been selected for interview, you will be contacted directly.