Admin, Finance & IT

Full time 5 days a week to include weekends and public Holidays.
You will also need: Previous experience
Accommodation and Booking Enquiries
To process accommodation bookings.
To update prices on super control.
To keep all letters and correspondence up to date.
To answer reviews on booking.com and Trip Advisor.
To answer phone calls for bookings and other enquiries.
To liaise with Housekeeping regarding accommodation issues.
To print Daily Housekeeping Reports.
To report maintenance issues.
To undertake guest check in and departures.
To deal with guest general enquiries onsite.
To keep accommodation welcome packs updated and current.

General Office Duties
To answer office emails.
To provide excellent guest and visitor service.
To take bookings across the business.
To sort incoming and outgoing mail.
To update websites and other company information sites.
To help with printing and laminating for other departments.
To update the filing system.

Team working
To ensure good time management and use of resources.

PURPOSE OF THE ROLE

Contribute to the smooth running of the National Estate department, through the provision of wide and varied administrative support. Acting as the first point of contact for internal and external enquiries, communicating effectively and efficiently to manage enquiries, follow up progress and keep the enquiring party informed throughout the process. Support to the wider National Trust for Scotland team as required.

KEY RESPONSIBILITIES

The Key Purpose of the role will be met by:

• Based at NTS Headquarters, acting as the first point of contact for enquires to the team including, telephone calls, walk-up enquiries and hard and electronic mail.
• Providing a link between Regional Management, Estate Surveyors and the residential, agricultural and commercial tenants as required, to help address queries and issues raised and providing guidance to ensure issues are timeously dealt with.
• Working closely with the Head of National Estates to ensure the efficient operation of the team, including organising and recording team meetings, weekly reporting, expense claims and holiday management.
• Support to the Property Database Officer in the management of the property information databases, which record all Trust property interests, including owned and leased property, conservation agreements, burdens and wayleaves.
• Communicating effectively with the three Estate Surveyors based centrally and regionally to provide administration support as required.
• Back up support to GIS (mapping) Officer as necessary.
• Liaising with the NTS Finance Team to operate an efficient purchase ledger system for the National Estate Management team to handle the internal purchase order process.
• Coordinating and recording volunteer support to the department.
• Supporting the Property Database Officer with maintaining and validating records of all Business Rates, Council Tax, Sporting Rates and Water Charges records.
• Assisting with managing lettings enquiries and lettings management as required, directing enquiries to the most appropriate person.
• Maintaining up to date hard copy and electronic filing systems. Working to digitise key information where possible and recording within asset management database. Archiving out of date information and ensuring compliance with General Data Protection Regulations.
• Working closely with the Building Surveying Administrator in relation to the management of compliance, repair and maintenance works and in particular record keeping.
• Working with the Property Database Officer as an additional point of contact for any agricultural, commercial or residential matters.

The current duties of this job do not require a criminal records (Disclosure Scotland) check to be carried out.

We’re looking for an experienced person to assist the Accounts Manager in all aspects of running the company accounts and Payroll. Previous experience of working within a busy account department preferred, as is a working knowledge of Sage 50 Payroll and Microsoft Office, particularly Excel.

Hours: 35 hours a week, 9am–4.30pm Monday–Friday (Half hour lunch break)

The main duties of the Accounts Assistant will include:
• Deputise for Accounts Manager in her absence
• Carry out all aspects of fortnightly Payroll including Pension auto-enrolment, PAYE and HMRC reporting
• Managing holiday/sick entitlement and any other statutory payments
• All aspects of managing company online accounts – sage 200
• Producing reports for GM and Company Directors as required
• Liaising with company Auditors on all aspects of accounts
• Input income from company revenue centres
• Input Cash Book transactions including Credit Card and Petty Cash
• Bank reconciliation
• Input of purchase invoices/credits
• Process weekly supplier payments and remittances
• Check monthly statements
• Produce sales invoices and statements
• Credit control
• Produce all financial reports including monthly management accounts from Sage 200
• Filing
• Handling communications with Suppliers and Customers via telephone or email
• Assist with daily cash counting and banking
• Any other relevant accounts and office admin duties as required by the Accounts Manager

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 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.

We have two part-time roles available, each working 21 hours a week. We’re keen to support flexible working, and these hours could be worked over 3 ,4 or 5 days which we’d discuss at interview. You’ll be based at our Head Office in Kirkcaldy although we are currently working from home, with a move to a Hybrid Working model coming soon. You will also be required to work at any of our venues throughout Fife 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 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 Monday 28 March 2022

Interviews will take place on 18 & 19 April 2022.

JOB PURPOSE

This crucial new role has been created to support the long term sustainability of the National Trust for Scotland. Supporting the 10 year strategic plan you will be responsible for the leadership and management of the Income, Treasury and Funds related functions within the Trust. This includes the following key areas:

• Investment & Fund Accounting,
• Endowments, Restricted funds and Legacy Income,
• Accounting & Advisory Services,
• Developing new Treasury Policies and long term Cashflow Management models,

The role also involves ensuring that the Trust’s systems of financial and internal control relating to these areas, are operating effectively, and leading the development and implementation of best in practice processes / controls

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

• Develop and maintain appropriate policies, processes and procedures to ensure the Trust’s financial operations are compliant with all relevant legislation and regulations in particular in relation to Statutory Accounting standards. Will require liaison with external advisers to support compliance and submission activities. Focus will be on keeping these compliant, effective and efficient.
• Develop, prepare and present regular Treasury and Investment reports for Senior Management to aide decision making and monitoring of risk management strategies.
• Support the Investment Committee by preparing financial performance analysis on the Trusts investments.
• Identification, management, and reporting of financial risks through the Trust’s Risk Management Framework ensuring that appropriate governance, policies, procedures and financial controls are in place and carried out to effectively manage and mitigate risk.
• Working with and influencing the other Finance Managers and Senior Managers in other teams to ensure that the necessary processes and controls are developed and implemented.
• Active member of the Finance management team and will be involved in supporting cross-Trust initiatives and representing the Finance team in these.

To help us achieve our goals a new role of Fundraising and Communications Officer has been created to work alongside the Director of Development to manage the fundraising campaign. This post is key to the future development plans for the Museum. This is an exciting opportunity for someone to develop a positive track record and reputation in fundraising and assist the Museum in moving forward to achieve full National status and a five-star visitor attraction.

The Scottish Fisheries Museum was founded in the old fishing port of Anstruther, at a property known as St Ayles, as a trust and charity in 1969, to collect, record and interpret the history of the fishing industry in Scotland. The Museum has expanded to occupy several adjacent properties and holds collections of over 65,000 artefacts, including full size fishing vessels. We are now seeking to develop our overall reach and visibility to a wider audience by developing our facilities to the standards expected of a contemporary museum of our stature and expanding the narrative about the fishing industry in relation to political changes and the climate emergency, while maintaining our core services.

Responsibilities Scope and Purpose

There are three key responsibilities in the post:
• Provide support to the Managing Director, Director of Development, Board members, staff and senior volunteers in developing relationships with potential donors to the Museum. Be directly involved in the fundraising, preparing proposals and meeting donors.
• Manage a high-quality events, activity, and communication programme to engage donors and potential supporters.
• Manage the fundraising communication and records ensuring effective systems and processes are in place for research, engagement, and stewardship to deliver a professional fundraising programme.

The post reports to the Director of Development. The postholder will work closely with staff across all areas of the Museum.

Please apply to Simon Hayhow, Director of Development, including a CV and covering letter, as outlined in the full job description.

We are looking for a skilled administrator to join our hardworking office team. The primary function of this role is to provide comprehensive administrative support to the buying and publishing function of the company. There is scope for development into a more senior role within the buying team. If you have good attention to detail, work well to procedures and have strong IT skills, we’d love to hear from you.

Lomond Books is one of Scotland’s leading book wholesalers and are also publishers and distributors offering a unique and bespoke service to our customers selling books and a range of related products.

What you’ll be doing:

• Setting up and maintaining supplier/product database records.
• Placing purchase orders for out of stock products to fulfil customer back orders.
• Handling administration for replenishment stock purchases .
• Monitoring and following up out of stocks.
• Handling administration and reporting for distribution sales and royalties.
• Produce a range of supplier reports to required timescales.
• Processing goods in paperwork and managing delivery and invoice errors.
• Processing supplier returns.
• Manage administration of stock take process and associated queries
• Monitor incoming buying email inbox.
• Answering and fielding incoming sales calls on a rota basis.
• Processing orders from customers and the sales team on a rota basis.

See the full job description, person specification and company information on the We Are Recruiting tab on our website.

Working as part of a small flexible team, the IT Support Officer role supports the provision of technology across the organisation through the management of systems and provision of support to a wide user base. Working well as part of the team is as critical as knowledge of the systems.

Key responsibilities:

• Work as part of the IT Team to operate and manage IT, digital and audio-visual technologies in support of the visitor experience and operational activities of NGS.
• Support users in the use of IT, digital and audio-visual technologies.
• Provide first, second and third-line support for all IT and digital services (including desktops), applications, infrastructure, AV support and telephony).
• Manage and respond to service desk calls (incidents, service requests, and change requests) in line with agreed service management processes and defined service levels.
• Diagnose and resolve applications, system, network and desktop related queries, problems and faults.
• Promote IT best practice to all, offering advice on application and technology usage and IT Policy.
• Maintain data confidentiality at all times and abide by all NGS and associated external policies and procedures
• Install, maintain and dispose of standard hardware and peripherals in accordance with NGS and associated external policies and procedures.
• Install, configure and support physical and virtual desktop application software.
• Administer, configure and maintain key IT and digital systems as necessary.
• Manage and maintain desktop builds and software packages for remote deployment/installation.
• Manage and maintain desktop application security through updates and patching.
• Develop and evaluate new builds, applications and hardware.
• Ensure technical and user documentation is correct and relevant and update where required.
• Assist with IS/IT Projects and developments within the department
• Provide advice and manage IT departmental hardware, software, services and solutions.
• Undertake IT infrastructure and directory services administration & management where required.

• To maintain all areas of lawn and gravel within the grounds of the Castle and Walled Gardens to a high standard, repairing damage to lawns and edges as necessary.
• To prepare and implement annual lawn management and renovation programmes.
• To maintain areas of long grass within the grounds, strimming as and where necessary.
• To maintain the pathways throughout the grounds.
• To manage and maintain machinery and equipment, arranging repair as necessary keeping an accurate log and ensuring machinery is kept clean & tidy generally in good condition.
• To keep lawns and pathways clear of leaves using leaf blowers, clearing twigs and branches, collection and disposal of as necessary.
• To regularly spray weeds on hard standing areas, gravel and for lawn care, ensuring health & safety guidelines for working with pesticides are strictly followed, (training provided if spraying certificates not held)
• To check and empty ash bins, rubbish bins and carry out litter picking both within and outside the garden walls where necessary
• To manage own time with regards to work and events schedules, especially when an outdoor public event is arranged.
• To assist in the Walled Gardens when unable to carry out grounds duties due to inclement weather during winter months.
• During winter months ensure roads within the Estate are clear of snow and/or frost by salt spreading, responsible for arranging salt deliveries as and when necessary
• To manage own budget set in conjunction with the Head Gardener.
• To keep the workplace tidy and orderly to ensure a safe working environment and a tidy space to maintain machinery
• To be adaptable and able to work both on your own and within a team.

Qualities you will possess

• Passion for what you do
• Attention to detail and extremely motivated
• Positive and friendly with a “can do attitude”
• Ability to prioritise and organise
• Proactive

• Confident to make decisions and to stand by them
• Excellent communicator
• A sense of fun!
• Take responsibility for yourself

What do you need to be successful?

• Relevant qualification or minimum of 3 years’ experience
• Working knowledge of ride on and pedestrian mowers, tractors, towing trailers, strimmers and leaf blowers
• Able to demonstrate affinity with machinery, repairing and maintenance.
• A positive mindset with a passion for your work, plants, grass and trees
• Able to demonstrate you are a team player, yet also happy to work on your own for long periods of time

Desirable
• PA1/PA6 spraying certification
• Chainsaw ticket

How to Apply
If this post interests you please apply in writing to:

Ms L Pearson
Roxburghe Estates Office
Kelso, Roxburghshire
TD5 7SF

E-mail: lpearson@floorscastle.com