Admin, Finance & IT

Main Activities & Responsibilities

Office Management:

The Office and Membership Services Manager will be responsible for all aspects of office management and will address the following activities:

• Ensure the smooth and efficient running of all office procedures including dealing directly with a wide range of people and be the hub for staff, volunteers, Board Members, suppliers, and customers.
• Receive mail and distribute to relevant staff.
• Answer telephones and deal with email enquiries
• Maintain office diary and coordinate bookings and room hire.
• Liaise with managers to coordinate group bookings and educational visits.
• Maintain Health & Safety records
• Administer Museum Membership records, payments, cards, and mailings.
• Maintain staff, volunteer contact details and HR records
• Maintain display of Museum customer information posters
• Maintain office filing system.
• Collate monthly visitor statistics and SPI figures.

Financial & Payroll Administration

The Office and Membership Services Manager will be responsible for all aspects of financial administration to include the following activities.

• Processing of supplier invoices following agreed processes and posting on Xero accounting system
• Payment of invoices following authorisation for payment.
• Providing all financial paperwork for monthly returns to accountants
• Processing of daily takings and preparation of banking
• Prepare and process gift aid claims
• Balance/order/manage petty cash and change requirements.
• Prepare Museum invoices to external customers and track payments.
• Prepare monthly payroll details and deliver information to accountants for payment to staff by 25th of each month.
• Maintain staff holiday records and coordinate with management team.

HSE & General

The Office and Membership Services Manager will play an active role combined with the Museum management team in maintaining the following.

• Fire Evacuation procedures, equipment, and signage
• General working environments in relation to tidiness and hygiene
• First Aid training and Accident reporting
• Point of contact for external contractors.
• Personal safety
• Data Protection in line with GDPR regulations
• CCTV monitoring in line with regulations.

Other Duties

This job description is a broad picture of the post at the date of preparation. It is not an exhaustive list of all possible duties, and it is recognised that jobs change and evolve over time.

We’re a forward-looking People Department that supports our organisation’s Strategy through support for our volunteers (2300) and employees (800) – whether as individuals or as managers. Our organization can seem complex since its workforce is deployed all across mainland- and island-Scotland, in all sorts of workplaces (from cottages to castles, mansions to mountains, gardens to great estates, tearooms, shops, offices – and everything in between), but our work aims to be fair and consistent no matter where and who our people are. We strive to make people processes simple and accessible so that our people can just “get on with the job”, but robust enough to give meaningful management information to help with strategic and tactical development and decision-making. Although the team is dispersed across the country, we enjoy connecting with each other for our work and for social activity: we take our work very seriously, but we like to have fun too.
What this job is about
This job supports the People Director in ensuring the People Department’s compliance with Trust-wide business requirements (e.g. finance, data protection, risk management, reporting, audit). It collates, analyses, reviews, and reports on functional data, and people data from across the Trust, to ensure that the Department’s work and impact is tracked against the Corporate Strategy and the Department’s own People Strategy and workplans. This job acts as a department “secretariat”, making arrangements and bringing together the Department’s teams for cross-functional (and inter-departmental) initiatives and activities, and carrying out general administrative duties as required.
What we want you to be responsible for
• Understanding the Trust’s corporate requirements and standards, ensuring the People Department has the correct governance mechanisms in place to fulfil these, and report on these as required. Typical areas are, for example:
o Finance procedures, monitoring and reporting
o Data Protection (as the Department’s “data champion”)
o Risk management
o Cyclical formal papers and reports to Board and Executive Committee (“ExCo”)
o External and internal audit.
• Ensuring that any governance and compliance issues are documented, escalated to the People Director, and tracked to conclusion.
• Collating People Department objectives and activities into a Workplan; monitoring progress against that Workplan; reporting progress, and liaising with senior Department colleagues on remedial actions or changes they need to make.
• Documenting key People work-processes, analysing their effectiveness, and supporting team-Leads with their continuous improvement.
• Keeping a clear and accessible record of all People Department activity to support governance, compliance, and audit requirements.
• Supporting the People Director 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 events
o On-boarding, induction, and training of new (Department) colleagues
o General administration.

JOB PURPOSE

To be one of a team of finance business partners supporting departmental and/or regional management teams to ensure that these teams are able to undertake their financial management activities and responsibilities effectively; and receive appropriate financial advice and support to ensure that their decision making and control frameworks are robust and in line with the strategy and policies of the Trust.

To develop forward looking analytics to support their customers in effective delivery of the Trust’s strategy and priority projects.

Lead the delivery of their customer’s accurate and timely month-end reporting, Budgeting and Forecasting processes, and associated reporting to ExCo and Board.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

• Lead the provision of timely, accurate and insightful reporting, analysis and targeted interpretation of monthly results to the departmental and/or regional management teams. Highlight key performance variances and work with the business areas to agree corrective action and identify any risks or opportunities to the latest forecast;
• Engage with stakeholders to create the Budgets & Forecasts for business areas feeding into the overall Trust Budget , providing information & analysis for incorporation into ExCo and Board reports;
• Support Budget Managers in the creation, monitoring and controlling of their budgets and quarterly forecasts. Analysing variances and liaising with budget holders on potential problem areas, subsequently making recommendations and advising on the impact to the Trust;
• Actively participating in their internal customers’ monthly team meetings, providing financial updates and reports and influencing decision-making on key financial and non-financial matters;
• Creating a continuous improvement culture in particular developing and implementing streamlined and user-friendly processes, procedures and reports to support the financial activities within their internal customer teams, provide training to employees to embed these processes and embed reviews to ensure that these continue to be fit for purpose;
• Identifying and delivering process improvement and cost reduction opportunities across the Trust;
• Taking actions which ensure the on-going success of the Finance team within the Trust;
• Active member of the Finance team and will be involved in supporting cross-Trust initiatives.
• Developing and maintaining reporting dashboards, and providing financial modelling support for ad hoc Trust wide requests and initiatives
• Developing new ways of accessing data to create insightful analysis that guides and informs to support decision making.
• Play a role in developing and implementing future data strategy using new digital techniques and tools such as Predictive Analytics and AI

Location: Balnain House, Inverness with the opportunity for some hybrid working Type of Contract: 24hrs per week – fixed term 36 months

JOB PURPOSE

This fixed term role will have responsibility for administering all information, communication, monitoring and
control activities for the People Post Code Lottery funded conservation project, ensuring that all information is up to date and accurate at all times allowing us to report back to our funders in an accurate and timely manner. Co-ordinating with the Business Manager, Fundraising, Consultancy Services, Suppliers and Property teams/Stakeholders to help deliver the project on time and within budget.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

• Project correspondence (mail, email, and telephone).
• Monitor project schedules and budgets, prepare progress reports, and regularly liaise with key internal and external stakeholders.
• Log, manage and analyse information in regard to the progress of the programme and projects,
• Assure project plans and documentation are completed to standard and advise on appropriate action if needed.
• Undertake information gathering/research to support the project as directed
• Facilitate internal Programme and Project meetings, including project assurance and quality review, and external supplier meetings, preparing invites, agendas and taking accurate minutes.
• Management of papers and correspondence for a number of working and stakeholder groups.
• Participation in internal and external working groups and workshops.

Retail Merchandising Administrator

Edinburgh
Permanent – full time

Closing Date: 22nd May 2022

About Us

This is a chance to be involved in a daring and truly one-of-a-kind team where our aim is to build remarkable and unforgettable experiences across each and every one of our venues across Scotland. Johnnie Walker Princes Street and our Brand Homes will take visitors on an immersive, multi-sensory journey through the flavours of Scotland, sharing our love for Scotch with a new generation of whisky drinkers. Visitors will lose themselves in the journey whisky-making in our experiences and make purchases from our fantastic retail offerings. We want our guests to embrace every minute with us and feel the same way we do about our heritage. Being part of Diageo means being a torchbearer for our brands and making them even better for the next generation. It’s a career-defining responsibility. If you have a genuine passion for our craft, our character and our products, help us continue the story and build a great career in the process.

Feel inspired? Then this may be the opportunity for you.

About the Role

You will support our Retail Team with the creation, management and execution of merchandise assortments, sales and inventory plans, ensuring achievement of financial goals. In order to do this you will use your strong organisational skills to handle allocations from warehouse to brand homes to ensure the right product is in the right place at the right time to increase sales and profit.

You will be responsible for ensuring that customer service standards are maintained to a high level, that data is maintained accurately, and that opportunity for retail income and stock productivity is improved through effective administration. This will involve leading and creating all retail SKU’s in Vend as well as handling markdowns and promotions in our system.

As the Retail Merchandising Administrator, you will use weeks of supply and sell-through analysis to advise replenishment of product to retail spaces. In order to ensure an elite service, you will work closely with our warehouse and merchandise agency on stock availability and invoicing/payment of goods.

Strong stakeholder management skills will be required for this role as will involve collaboration with teams of Johnnie Walker and the Malt Brand Homes to ensure the retail stores are in-stock and the store teams have the product they need to achieve set goals.

About You

This is the perfect position for a dedicated individual with experience in retail buying/retail planning principals, financial budgeting, retail fundamentals, ad hoc reporting, and analysis. Previous experience in a branded specialty retailer or multi-brand department store retailer is a plus.

With ability to evaluate financial and business indicators and translate data into concrete information to get results. Strong ability to apply logic to solve problems and generate effective solutions.

With superb organizational skills, you will be interested in technology with proficiency in Microsoft Excel and the ability to learn technical applications quickly.

You will be able to build constructive and effective relationships with a broad and diverse group of business partners is also key.

We have a saying here – that character is everything. We’re looking for enthusiastic, curious, endlessly energetic people. Self-motivated, tenacious team-players who want to learn and grow – and fast.

Celebrating our inclusive and diverse culture is core to Diageo’s purpose of “celebrating life every day everywhere”. This purpose is, in itself, inclusive in nature, as it values everybody irrespective of background, disability, religion, gender identity, sexuality or ethnicity.

We know that for our business to thrive and for Diageo to realize its ambition, we depend on having diverse talent with a range of backgrounds, skills and capabilities in each of the 180 countries in which we operate and to reflect our broad consumer base. We view diversity as one of the key enablers that helps our business to grow and our values, purpose and standards set the conditions for us to respect the outstanding contribution each person brings.

Flexibility is key to success in our business and many of our staff work flexibly in many different ways, including part-time, compressed hours, flexible location. Please talk to us about what flexibility means to you and don’t let anything stop you from applying.

CHARACTER IS EVERYTHING

Full or part time, £18,732 pa – £20,261 dependent on experience.

Work somewhere where a job is not just a ‘job’, where you can be part of a team with a passion for Scotland’s heritage, making a difference to local lives. Abbotsford, the home of Sir Walter Scott, now needs a friendly and efficient Admin Assistant.

You will support our charity’s management team by providing a range of administrative tasks, including updating personnel and contractor records, inputting invoice information to our database, assisting office visitors, answering general calls and emails, taking minutes of meetings, and other similar activities.

We are happy to be flexible over working hours, so this job will suit someone looking for family friendly hours or full time hours. We welcome friendly dogs to work, offer discounts in our shop and café, free parking, contributory pension, and most importantly – you get to work with great people.

Application Process
For more details of the role, please download the Job Description.

To apply, either submit your CV or download and complete the Application Form, sending it to vacancies@scottsabbotsford.co.uk.

In this role you will provide an effective Human Resources (HR) administration service to all employees of National Museums Scotland to ensure they receive the support they require to meet the strategic aims and objectives of the organisation.

You will be involved in general HR administration, alongside advising and providing support across a wide range of HR work including recruitment and induction, contract preparation, attendance monitoring, data gathering and input via an HR system. We need someone who is an effective communicator and can work effectively on their own initiative or as part of a team and whose work is of a high standard with a great attention to detail.

It is essential that you hold a Certificate in Personnel Practice (or equivalent) or have gained HR knowledge through equivalent experience of working within an HR Department. You will be educated to SCQF Level 6 (Highers) or equivalent, one of which must include English.

Experience of working with HR policies and procedures is essential, as is experience of working with an HR/Payroll system, including its use in producing reports.

JOB PURPOSE

To protect Culloden Battlefield by driving the delivery of the key actions in the NTS Culloden 300 plan, including:
• To scope a UNESCO World Heritage Site application.
• To monitor and coordinate responses to planning applications that may affect the battlefield.
• To set up and coordinate a multi-stakeholder group to create a vision for the Culloden cultural landscape.
• To explore land acquisition to increase NTS battlefield holding.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

The key responsibilities and accountabilities of the job are:

• To scope and prepare an outline draft for a UNESCO World Heritage Site application. Scope project plan if a decision is made to progress. Liaise with key stakeholder organisations, including Historic Environment Scotland, the Highland Council, international comparator sites and organisations, significant local landowners and others. Liaise with internal policy team, consultants, and others;

• To coordinate responses to planning applications which may affect the battlefield and its setting. Identify planning applications and response deadlines, seek consensus opinion on responses to planning applications from internal specialists and external historical advisers. Seek consensus opinion on key targets for land acquisition to protect battlefield sense of place. Identify landowners and plan approach to begin negotiation;

• Coordinate the creation of a consensus-based vision for the Culloden battlefield landscape and surrounding area, working with a multi-disciplinary stakeholder group;