Admin, Finance & IT

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.

As an employer, 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.

The Role

As a key member of our small and busy HR Team, you’ll be responsible for day-to-day operational HR activities, and will be a key point of contact for all people-related queries. This is an exciting generalist role, where you’ll provide coaching, advice, support and training to ensure that all HR policies and processes run smoothly as well as supporting the HR Team to deliver key departmental and organisational objectives. You’ll be customer focused and a role model for our values, ensuring that they’re at the heart of all we do.

This is a full time position working Monday to Friday. You’ll be based at our Head Office in Kirkcaldy although we are currently working from home for most of the week, with a move to a Hybrid Working model coming soon. As we support out teams across the whole of Fife, you will also be required to work and visit any of our venues as needed.

This is a great opportunity to join our team and help shape the HR service as we go through a period of exciting transformation.

The full job description can be found on our website.

About You

You’ll be an excellent communicator, with a strong customer-focused attitude. You’ll have experience of multitasking in a busy HR environment, with a high level of attention to detail, and a good understanding of current employment law. You’ll have experience of building great relationships with managers, employees and other key stakeholders.

How to Apply

If you would like to find out more information about this role before applying, you can contact Mel Grant, Lead HR Officer, for an informal chat. Please email melanie.grant@onfife.com to arrange this. When you’re ready to apply, please visit our current vacancies webpage and download and complete our Application Form, and return this along with a completed Equal Opportunities Form to recruitment.fct@onfife.com

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 12pm on Thursday 1 September 2022.

JOB PURPOSE

The Invasive Non-Native Species Project Officer (INNs) will support properties across the Highlands and Islands in prioritising and coordinating work to deliver the control of INNS species across the region. Managing the INNs project ‘Wipeout’ at applicable properties, through the final project stage, to a business as usual (BAU) state going forwards.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

• Specifically, to oversee, manage and review the control of invasive non-native (INNS) species across the H+I region, through on the ground rangers or contractors on a BAU basis.
• Work with Property/Operations Manager to help set required funding/budgets for INNS work on an annual basis
• Work with Property/Operations Managers and communities living on or close to our land or with an interest in our land, and other partnership organisations, so that they collaborate with us to help achieve our INNS control and overall natural heritage outcomes.
• To procure, brief and manage contractors as required
• To advise on and oversee where required, the delivery of specific INNs projects.
• Liaising with the national Nature Conservation Advisers to ensure work is best practice and aligned with NTS policy and guidance
• Delivery of other nature conservation projects when required
• External representation across the region where required.

SCOPE OF JOB
 Post will report into the Operations Manager – Inverewe and Corrishalloch
 Post will include from time to time the day-to-day supervision of contractors.
 Post may include management of volunteer individuals / teams ensuring planning of and safe practices.
 Will work closely with other property colleagues across sites and will interact with other specialist / specialist advisory colleagues.
 Will have regular interaction with members of the public of all ages and abilities.

An exciting opportunity has arisen for an experienced Administrator to join our busy and creative External Relations directorate. You’ll bring strong organisational, interpersonal and IT skills to ensure efficiency and effectiveness across the directorate for the Marketing and Communications, Development and Digital Media departments.

Organised and methodical, you will have proven work experience in an administration environment and be adept at managing multiple priorities. You will also have good verbal and written communication skills along with an intermediate level of ICT skills in Microsoft Office. You should also have experience of managing your own time and workload, working to deadlines and of maintaining confidentiality, coupled with demonstrable experience of providing efficient administrative support to a head of department.

Full Time, Fixed Term for 6 months (03/10/22 to 31/03/23)
Salary £25,350 – £27,687 (Band 6)
Hybrid

THE ROLE

You will help engage our colleagues with our new brand, recently refreshed strategy, and evolving ways of working through creative and inclusive internal communications and internal engagement activities. You will play a key part in keeping our colleagues connected with one another and with our organisational purpose, and in supporting an open and collaborative working environment.
We have just under 400 employees with a wide variety of roles, working patterns, skills, and experience. Around half our team works in visitor-facing roles, welcoming people into our galleries and shops. Others spend their time mainly behind the scenes, whether that’s directly working with our collection or delivering operational activities that keep us running smoothly and moving forward.
We’re looking for a proactive, imaginative, and skilled communicator who can help ensure our internal communications deliver real value for all our people and for our organisation. Your duties will involve:
• Working with the Internal Engagement Manager to design and pilot new or improved two-way channels for engaging with our visitor-facing colleagues in a way that works for them and their roles.
• Organising, writing, and helping to deliver an established suite of regular internal communications, including manager briefing notes, email news digests, leadership video messages, written and video-based intranet content.
• Organising and running some editions of our monthly online all-colleague briefings, including facilitating a question-and-answer style discussion, with training and support from the Internal Engagement Manager.
• Supporting creation and delivery of colleague engagement activities, events, and materials, in digital, print and/or face-to-face formats, with a focus on bringing our new brand to life internally and implementing new internal templates as we build to the external launch.
• Liaising with internal stakeholders on internal communications and engagement plans and content, including senior leaders.
• Writing, creating, and distributing internal communications on major projects or operational developments in collaboration with key departments, such as HR.
• Supporting consistency across all internal communications activities by providing advice to colleagues on our brand guidelines and coordinating a calendar of internal activities across the organisation.
• Supporting the wider Marketing and Communications team as required.

Who we are
The National Trust for Scotland is the independent conservation charity that for 91 years has saved, maintained and shared many of the country’s most loved places, rich with history, heritage, nature and culture. The charity celebrates Scotland’s heritage and with more than 100 places in its care, there’s a place for everyone to love.
The Customer & Cause department encompasses the Trust’s Fundraising, Membership and Marketing functions as is therefore responsible for securing the majority of the charity’s income, as well as managing key functions such as customer services, the Trust’s website and public relations.
Job purpose
The specific purpose of the role is to support the Director of Customer & Cause in co-ordinating the work of the department. This will include maintaining and tracking workplans, updating forward planning calendars and schedules, assisting Heads of Services and other colleagues to manage their budgetary responsibilities by acting as the central operator of the Finance Microsoft Dynamics package, the collation of data for reports, including submissions to the Trust’s Board of Trustees and Executive Committee, acting as the departmental “secretariat” by organising meetings and activities, supporting Customer & Cause and inter-departmental project steering groups, taking minutes and carrying out general administrative duties as required.
What we want you to be responsible for
• Ensuring that any governance and compliance issues are documented, escalated to the Director of Customer & Cause and tracked to conclusion
• Collating Customer & Cause objectives and activities into a workplan; monitoring progress against that workplan; reporting progress, and liaising with senior departmental colleagues on remedial actions or changes they need to make
• Keeping a clear and accessible record of all Customer & Cause activity to support governance, compliance, and audit requirements
• Supporting the Director of Customer & Cause by dealing timeously with paper and email correspondence, telephone enquiries, organisation of meetings, events, lunches, travel, accommodation, diary management, taking/distributing meeting notes or actions, collating data etc. and the coordination and provision of support documents (e.g. files, reports, minutes, meeting papers)
• Supporting the wider Department with (for example, but not limited to):
o Financial transactions
o Collaborative team projects/events
o On-boarding, induction, and training of new (Departmental) colleagues
o Booking of external training provision
o Project administration and liaison
o General administration.
o Data management
o Process improvements.
Who you would be working or liaising with
• You would be working within the Customer & Cause Directorate, reporting to the Director of Customer & Cause
• The Heads of Fundraising, Marketing, Membership and Communications
• External providers, including for supporter services fulfilment, marketing and public relations
• You will work particularly closely with other functions across the organisation:
o Operational Regions and Departments
o Legal & Governance
o Finance
o Data Protection
o IT
o PA to the Chief Executive
o Business Executive Support Team
• Please see the summary organisation charts at the end of this document.

JOB PURPOSE

The National Trust for Scotland is the independent conservation charity that for 91 years has saved, maintained and shared many of the country’s most loved places, rich with history, heritage, nature and culture. The charity celebrates Scotland’s heritage and with more than 100 places in its care, there’s a place for everyone to love.

The Communications Manager will join the charity’s small and busy Communications Team on a fixed-term basis to manage and help deliver external and internal communication activities that support our charity’s vision, objectives and brand. 2022 is an important year for the Trust, as we begin implementing our ten-year strategy, Nature, Beauty & Heritage for Everyone.

The existing Head of Communications is to act as interim Director of Customer & Cause (the department in which Communications is located alongside our Fundraising, Membership and Marketing Teams), and in turn the existing Communications Manager will take over as interim Head of Communications. The postholder will therefore assume the Communications Manager’s role in order to enable her to focus on her new responsibilities.

The specific purpose of the role is to deliver a planned programme of communications to the media and the Trust’s many external and internal stakeholders with a view to delivering high levels of coverage, thus inspiring visitors, members, supporters and our workforce. You’ll work with our external Public Relations agency partner and on your own initiative to develop communication plans that will enhance the reputation of the Trust and promote its work and the benefits it brings to Scotland.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

• Working with colleagues across Trust and particularly in the Customer & Cause directorate to manage and deliver communications plans and activity that supports the Trust’s strategic objectives.
• Working with inhouse and agency colleagues, create and deliver on brand and on message content for use on Trust and external channels which promotes the work of the Trust.
• Building and managing relationships with key media contacts to maximise positive coverage of Trust stories.
• Working across the customer and cause directorate to develop engaging communication plans as part of national campaigns for fundraising, membership or visitors.
• Developing a plan of engaging internal communications to promote a positive working environment for staff and keeping them informed of developments across the Trust.
• You’ll support the National Trust for Scotland’s properties, regions and departments in developing their own communication activities, ensuring that they don’t clash with national activity and are within the agreed guidelines.
• You’ll ensure the at Trust maintains a and effective and timeous response to media enquiries, including on an out of hours basis.
• Providing advice and support to senior managers and Trustees on media and reputational issues.
• You’ll be flexible with a willingness to work non-traditional hours and be available to travel in the UK

JOB PURPOSE

The Communications Executive will join the charity’s small and busy Communications Team to help deliver external communication activities that support our charity’s vision, objectives and brand. 2022 is an important year for the Trust, as we begin implementing our ten-year strategy, Nature, Beauty & Heritage for Everyone. This role will be involved in creating content for a wide range of audiences, using Trust and external channels, with the purpose of encouraging more people to visit and enjoy the properties in our care.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

SHARING STORIES
• Working with colleagues across Trust and particularly in the Customer & Cause directorate to deliver a programme of communications activity that supports the Trust’s 2022/23 visitation and new membership objectives through earned media.
• Working with inhouse and agency colleagues, create and deliver on brand and on message content for use on Trust and external channels which promotes the Trust’s seasonal events programmes.

CO-ORDINATION AND ADDING CAPACITY
• Working with Customer & Cause and agency colleagues to ensure that all activity is scheduled for maximum impact.
• Work across Customer & Cause on a range of content projects and tasks including writing for website and internal channels, creating video for same and other tasks as required.

REQUIRED QUALIFICATIONS, SKILLS, EXPERIENCE & KNOWLEDGE

Qualifications

Essential
▪ Degree in a relevant discipline or equivalent practical experience

Desirable
▪ Driving Licence, valid for driving within the UK

This role does not require you to undertake a criminal records check.

Experience

Essential
• A creative approach to storytelling
• Proven verbal and written communications skills
• Competence in using Microsoft Office packages
• Experience in using web and digital-based channels
• Good teamwork skills
• A proactive approach to problem-solving
• Demonstrably high-levels of interpersonal skills and confidence in dealing with a wide range
of stakeholders

Purpose of the role

To assist with the accurate and timely processing of banking transactions, incoming and outgoing payments from/to debtors and creditors. Ledgers Assistants work primarily in either Sales, Purchase Ledger or Cashroom sections at the discretion of the Trust, but will be expected to work flexibly between the two to suit the demands of the Department.

Deliverables
Purchase Ledger:
 Ensure that invoices and credits are processed timeously and correctly and applying the Trust procedures to meet our obligations to suppliers.
 Prioritise workload to ensure deadlines met
 Reconcile records with supplier records to ensure consistency and accuracy.
 Assist with general office routines such as filing and reviewing reports to ensure the smooth operating of the section.

Sales Ledger:
 Ensure that incoming payments from debtors are processed against invoices issues, timeously and correctly and applying Trust procedures to pursue outstanding debts.
 Assist with the preparation of banking and reconciliation of cash.
 Assist with general office routines such as filing and reviewing reports to ensure the smooth operating of the section.

Cashroom:

• Download invoices and bank statements to create a daily banking sheet
• Record all incoming payments from customers and correctly allocate against customers’ accounts
• Reconcile all accounts as requested and ensure there is no unallocated cash at the end of the week or month
• Lodge cheque and cash payments and other banking transactions
• Perform bank reconciliations
• Monitor daily cashroom email and action these
• Direct Debit collection

The current duties of this post do require a criminal records (Disclosure Scotland) check to be carried out.

Project Office Manager (Band 4)
Full Time, Permanent

Job Scope

NGS has an ambitious programme of work to help improve how we care for our world class collection of art and our people, whilst also improving the visitor experience across our galleries, online and on the road. As a result, we have a wide range of improvement programmes, ranging from major capital projects (at the Scottish National Gallery and the creation of our plans for the national collection facility known as The Art Works) together with a wide range of improvement projects across all aspects of what we do in the National Galleries of Scotland.
Over the last 3 years we have established a project methodology in NGS and have set up the Project Management Office to support and track the various projects through dedicated forums and Steering Groups.

– Major Capital Programme Board – our committee with Trustees of NGS to review and challenge our progress on our major capital projects
– Programme Steering Board – for the Leadership Team at NGS to review, track and make decisions, for example, on sequencing and on resource allocation across our capital projects
– Extended Leadership Team – subgroup to develop and manage the Integrated Plan for NGS, to be able to co-ordinate and deliver on the operational plans for each of the Directorates in NGS
– Chief Operating Office Programme Group – for the COO Leadership Team to review, plan, manage and co-ordinate the improvement projects across Estates, Security, HR, and Operations
– Steering Groups aligned to our other Priorities (Capital Projects (Scottish National Gallery and The Art Works Equalities, the Environment, Income, Public Programme) to co-ordinate and deliver on the relevant improvement plans

The Projects Office Manager sits on several of these forums and works with the representatives to produce executive summary reports and recommendations on how to deal with resource contentions.

We now have a good baseline structure and knowledge to be able to run and co-ordinate our improvement projects. The evolution of this role will enable NGS to take that investment in structure and capability to the next level, so we can be more agile, responsive, and consistent in our ability to deliver to realistic timescales and targets.

This role reports into the Director of Finance, which allows us to ensure project management and reporting are closely aligned to budget management and reporting. We have begun to develop 5-year plans across the major improvement projects notably in estates, security, and IT. We are currently developing 4-to-5-year operational plans for all areas of NGS, and this role will play a key part in ensuring these plans are inter-connected successfully to ensure we agree a realistic sequence of work to be able to balance a wide range of resource demands.

An exciting opportunity has arisen for an experienced Administrator to join our busy and creative External Relations directorate. You’ll bring strong organisational, interpersonal and IT skills to ensure efficiency and effectiveness across the directorate for the Marketing and Communications, Development and Digital Media departments.

Organised and methodical, you will have proven work experience in an administration environment and be adept at managing multiple priorities. You will also have good verbal and written communication skills along with an intermediate level of ICT skills in Microsoft Office. You should also have experience of managing your own time and workload, working to deadlines and of maintaining confidentiality, coupled with demonstrable experience of providing efficient administrative support to a head of department.

he Treasure Trove system ensures that significant objects from Scotland’s past, which are discovered either by chance find or through organised archaeological fieldwork, are protected for the nation and preserved in museums across Scotland. The Treasure Trove Unit based at National Museums Scotland is responsible for the operation of the system for the benefit of all Scottish museums, and is the first port of call for new discoveries and finders.

The Treasure Trove Officer works as part of a small team processing the casework of the Unit, liaising with the Queen’s and Lord Treasurer’s Remembrancer (QLTR) staff, supporting the work of the Scottish Archaeological Finds Allocation Panel (SAFAP) and communicating the requirements and benefits of the system to finders, museums and wider audiences.

You will have a degree (or equivalent) in archaeology or a related subject. Knowledge of principles and practice of UK ‘treasure’ systems plus relevant practical experience of working with and identifying archaeological finds would be desirable. Experienced in administrative procedures and practices, you will be organised and methodical, with good verbal and written communication skills and ICT skills in Microsoft Office, including Word, Excel and Outlook. You should also have experience of managing your own time and workload, working to deadlines and handling multiple priorities.

We currently have 4 positions available: 1x permanent and 3x fixed term for 18 months.