Operations

Permanent post, based in Edinburgh with the option to work on a flexible hybrid basis, subject to business needs
Full-time – 37 hours per week, although consideration will be given to part-time applications
Starting salary: £45-50k depending on skills and experience, plus performance-related bonus

The Royal Botanic Garden Edinburgh explores, conserves, and explains the world of plants for a better future.

We are a world leading botanical institute and international visitor attraction taking positive action for plants and people; from local communities across Scotland, to more than 40 countries around the world. Our priority is to tackle the biodiversity crisis and the climate emergency and support the conservation and sustainable use of biodiversity. Our work builds on our more than 350-year history as a scientific botanic garden, a centre of Education, the internationally important botanical collections in our care, and our extensive international partnerships.

Our four Scottish gardens – Benmore, Dawyck, Logan and ‘The Botanics’ in Edinburgh – attract over a million visitors every year. Together, these gardens comprise one of the richest plant collections on earth. As a registered Scottish charity, the Royal Botanic Garden Edinburgh is funded principally by the Scottish Government – but as an organisation, we are very much global.

We are now looking to further enhance our commercial leadership capability through the Botanics Trading Company, our wholly owned commercial subsidiary. We’re looking for someone to join us who can add to our high quality commercial services and significantly increase our income from commercial operations. We see this as being achieved through exceptional catering, events, retail and hospitality experiences across all four of gardens, identifying and developing new business opportunities, and supporting us in designing and delivering commercial contracts nationally and internationally. We think it’s a really exciting opportunity at a time of real growth for us.

Interested ? Then have a look at the recruitment brochure for the post on our website: https://www.rbge.org.uk/about-us/working-with-us/vacancies/

If you haven’t heard from us within 2 weeks of the closing date, please assume your application hasn’t been successful on this occasion. No recruitment agencies please.

Join Our Five Star Cleaning Team!

Hopetoun House is regarded as Scotland’s finest Stately Home and welcomes around 50,000 visitors each year. We are proud to be graded as a 5-star attraction by Visit Scotland.

Permanent Cleaner/Housekeeper
Hopetoun House is looking for a Housekeeper/Cleaner to work as part of our dedicated Housekeeping Team assisting the Head Housekeeper in the cleaning and upkeep of the publicly accessible areas of Hopetoun House (N.B. This does not include the family/resident areas, used bedrooms or catering kitchens etc.)

Hours of Work and Rate
• 5 hours per day, 5 days per week, Monday to Friday from 07:00 to 12:00
• This is a permanent all year-round role, but when we are open to the public from Easter to September your hours will include some weekend work, typically 2 weekends out of 4, occasionally more to facilitate additional cleaning around events and to cover holidays
• Rate of pay is £10.90 per hour

Typical duties include the following:
• Vacuuming
• Floor polishing
• Dusting
• Cleaning WCs
• Maintaining adequate supplies of toiletries in WCs
• Before and after cleaning of any rooms used for Hopetoun events
• Finer conservation detailed cleaning in winter
• Anything else within reason that the Head Housekeeper requires in order to maintain the proper upkeep of Hopetoun House

The post-holder should be confident and friendly, being able to work both under direction and on own initiative. Previous corporate cleaning or housekeeping experience is required. An interest in heritage/visitor attractions would be an advantage although not essential. Full training will be given.

There is no public transport near Hopetoun, so own transport is essential.

To apply, please email us and tell us a bit about yourself, why you’d like this job and why you’re suitable and please attach your CV.

Email: finance.officer@hopetoun.co.uk

The Hopetoun House Preservation Trust is a registered Scottish Charity No SC009760

JOB PURPOSE

Good information governance can help drive confidence, trust, and membership growth. As the management of our data becomes more complex, we seek an Information Governance Manager to develop best practice and a strategy for managing our information more effectively across the organisation. Providing expert advice and guidance on the management of information, defining training, and overseeing the retention, security, and accessibility of information held, the role will develop consistent policies, standards, and governance in the use of our systems, including Office 365. The role will work closely with the Data Protection Officer, IT team, People Organisational Development team, and colleagues across the organisation to develop user friendly guidance and structures and ensure that records of historical value are identified and transferred to Archives for permanent preservation.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

• Develop and implement an Information Governance Strategy for NTS, which will include strategies for consolidating our information assets into solutions that enable key information governance criteria to be applied (e.g., access control, version control, and retention policies), in support of improved information management and sharing across the Trust; and the development of Trust-wide policy and procedure on information governance.
• Ensure strategy is understood and policy and procedures followed by providing training, including where applicable, systems-based training; and support colleagues with expert advice and guidance in matters relating to information governance.
• Develop an Information Asset Register, providing a high-level map of NTS information holdings and identify responsibility for information assets through a network of Information Asset Owners (IAOs).
• Oversee the delivery of IAO training and support IAOs with expert advice and guidance.
• Design and mandate a structure for the consistent use of SharePoint sites by all properties, regions, and departments, providing a consistent location for all Trust documents and records.
• Establish key governance around the creation and use of MS Teams and SharePoint sites.
• In collaboration with the IT team and with support from the Organisational Development team, develop strategies for maximising the use of O365 functionality, replacing emailed forms with workflows and e-forms.
• In collaboration with Information Asset Owners, improve the use of metadata in systems, through the adoption of consistent metadata, data quality and document naming standards.
• Develop best practice email management rules and guidance, including a Trust-wide policy for the retention of emails.
• Oversee the management of the Trust’s corporate records store, for the storage of physical records.
• Review legacy systems alongside data champions and IAOs to identify information that can be migrated to systems for storage in line with our retention policies or securely destroyed.
• Working closely with the Archives team, ensure that records of historical interest are identified for permanent preservation.
• Record, monitor and report on risks associated with information governance and identify actions that can be taken to mitigate risk.
• Oversee the delivery of information governance projects as required.

REQUIRED QUALIFICATIONS, SKILLS, EXPERIENCE & KNOWLEDGE

Qualifications

Essential
 Postgraduate information governance / records management qualification or demonstrable practical experience in an information governance / records management role.
 Educated to degree level or equivalent.

Experience

Essential
 Strong experience of leading an information governance / records management improvement programme.
 Experience of managing data migration to an information management system (e.g., SharePoint).
 Experience of establishing business classifications schemes or data structures to manage and store information.
 Experience of applying records management principles and policies in practice, including the development of classification schemes or data structures, retention policies, access and security models naming conventions and version control.
 Expert knowledge of information governance / records management standards and best practice.
 Experience of handling complex information governance / records management queries.
 Excellent planning, organisational and communication skills.
 Excellent time management, decision-making, and problem-solving skills.
 Strong project management skills with experience of managing multiple tasks with changing priorities.
 Experience of information governance / records management principles and applying them to the Microsoft O365 and SharePoint environment.
 Skills and experience in change management.
 Experience of influencing others through the provision of expert advice and analysis of data.
 Ability to respond to complex and varied queries, working on own initiative and with minimal supervision.

Desirable
 Experience of an information governance / records management role within a charity environment.
 Experience of developing and delivering information governance / records management training.
 Experience of risk management frameworks.
 Experience of people management.

DIMENSIONS AND SCOPE OF JOB

Scale
 Trust-wide role, collaborating with and supporting colleagues across Scotland.

People Management
 The role does not have any direct reports, but occasionally may be responsible for managing volunteers or work experience students working on information governance projects.

Finance Management
 None

Example key performance indicators and targets
 Annual objective setting.
 Annual check and updating (if required) of policies, training, and guidance documents.

Place in organisational structure (extract of org chart showing role):

The Purpose, Context, Key Responsibilities, and Person Specification reflect the requirements of the job at the time of issue. The Trust reserves the right to amend these with appropriate consultation and/or request the post-holder to undertake any activities that it believes to be reasonable within the broad scope of the job or his/her general abilities.

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.
• Manage workload and resources required to respond to data subject’s rights requests in line with legislative timescales.
• 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.
• Support the DPIA process, including supplier due diligence and review of third-party contracts, including those involving international data transfers.
• Work alongside internal stakeholders to contain, recover and respond to data breaches and cyber security incidents – acting as the key contact for external stakeholders, including the Information Commissioner’s Office, OSCR and Police Scotland, in the absence of the DPO.
• Support the delivery of data protection and cyber security projects as required.
• Deputise for the Trust’s DPO in their absence.
• Report on risk, incidents and vulnerabilities to the Chief Operating Officer and Trust Solicitor, in the absence of the DPO.

REQUIRED QUALIFICATIONS, SKILLS, EXPERIENCE & KNOWLEDGE

Qualifications

Essential
 Postgraduate information management / compliance / data protection qualification or demonstrable practical experience in an information management / compliance / data protection role
 Educated to degree level or equivalent

Desirable
 Qualified data protection practitioner

Experience

Essential
 Excellent knowledge of data protection legislation, including those relating to direct marketing
 Experience of handling complex information management / compliance / data protection queries
 Excellent planning, organisational and communication skills
 Excellent time management, decision-making and problem-solving skills
 Experience of managing multiple projects and tasks with changing priorities
 Experience of influencing others through the provision of expert advice and analysis of data
 Ability to respond to complex and varied privacy management queries, working on own initiative and with minimal supervision

Desirable
 Experience of an information compliance/data protection role within a charity environment
 Experience of developing and delivering information compliance training
 Experience of supporting internal stakeholders with high quality advice and guidance
 Experience of risk management frameworks
 Experience of people management
 Experience of Microsoft SharePoint
 Knowledge of financial services compliance requirements where there is an impact on data protection (e.g., PSD2, PCI DSS)

DIMENSIONS AND SCOPE OF JOB

Scale
 Trust-wide role, collaborating with and supporting colleagues across Scotland
 Acting as deputy in the DPO’s absence

People Management
 The role does not have any direct reports, but occasionally may be responsible for managing volunteers or work experience students working on privacy management projects

Finance Management
 None

Tools / equipment / systems
• Microsoft packages (Word, Excel, PowerPoint, Access etc.) data processing, report preparation, etc.
• Microsoft SharePoint (creating and maintaining shared folders)

Example key performance indicators and targets
 Annual objective setting.
 Annual check and updating (if required) of policies, training and guidance documents.

Place in organisational structure (extract of org chart showing role):

The Purpose, Context, Key Responsibilities, and Person Specification reflect the requirements of the job at the time of issue. The Trust reserves the right to amend these with appropriate consultation and/or request the post-holder to undertake any activities that it believes to be reasonable within the broad scope of the job or his/her general abilities.

What we are looking for
Basic skills or the ability to learn in all or most of the following: electrics, joinery, painting and decorating, plumbing and IT skills.
Good communication skills, numeracy, organisational abilities, and initiative.
Ability to work well on own or with others.
Flexibility to work outside the normal opening hours of the building, for those jobs that need done when no visitors are present.

Main Duties
The Building: Help develop new exhibits to engage and delight our visitors. Help to keep the building well maintained inside and outside, both through routine maintenance and repair work and occasional cleaning.
Exhibitions: Help to maintain, enhance, and repair exhibits.
General: Maintain a clean and tidy work environment. Assist in any other aspects of running the site as required by the Management.
Emergencies/Security: Be familiar with fire and emergency procedures. Be able to lock and secure the building after hours as a key-holder.
Potential other duties as required: event/meeting preparation, offsite research, driving, ordering, liaison with external contractors.

This job is primarily about helping to maintain high standards of presentation and safety internally and externally for our many visitors. In 2021 we were the 5th most visited paid attraction in Scotland. We are willing to consider candidates with any amount of experience, from a junior who will be trained in all aspects of the role, to an experienced technician who can hit the ground running, to a specialist electrician who will take responsibility for electrical maintenance as well as general tasks.

Ensure the safety of visitors through health and safety checks and remedial work as necessary. You will be responsible for maintaining all exhibits, lights and effects in full working order. You will also be involved in prototyping and building new exhibits. Tasks will be allocated according to your skill set.

The rewards we offer
Camera Obscura & World of Illusions are proud to be accredited as a Living Wage Employer. The real Living Wage is the only UK wage rate calculated according to the costs of living. The Company also offers a non-contributary pension scheme and other in-service benefits, such as free entry into the attraction for friends and family, free tea and coffee and breakfast staples, and a generous amount of breaks. We know that work life balance is important, we always try to be flexible with shifts where possible. You will also have access to an extensive Employee Assistance Programme as well as an NHS approved wellness app for mental health.

Please apply with your CV and cover letter and ensure your personal email is present on your CV. CV and cover letter should be emailed to Ross Boon, Technical Manager ross@camera-obscura.co.uk

Purpose of role: The Assistant Technical Manager role is an exciting new position at Camera Obscura & World of Illusions. This is an integral, wide-ranging role assisting the Technical Manager in every aspect of managing the Maintenance department, including supporting the team and liaising on development planning and project management.

Key Responsibilities:
• Exhibit operation maintenance and upkeep
• Daily reactive maintenance of all areas of the attraction, premises and PPE
• Planned preventative maintenance of all areas of the attraction
• Liaising with colleagues, suppliers and contractors
• Improvement of our systems
• Deputising for the Technical Manager as required

Ethos
To ensure the department plays its full role in enabling the attraction to deliver a relaxed, fun, safe, and educational day for all our visitors. To guarantee a fun, friendly, happy and rewarding work environment for staff. Our staff are our greatest asset and we do our best to look after them and make Camera Obscura a great place to work.

Building and Exhibit Maintenance
Maintaining and improving the safety, quality and functionality of the building and exhibits in order to maintain our five-star visitor experience. Constructing and maintaining the premises and exhibits is largely completed in-house from our on-site workshop. The team’s collective knowledge covers programming, electronics, mechanics, joinery, and design. Alongside liaising with external contractors, the team works effectively within our unique limitations:
• Tight install / maintenance times outwith opening hours
• Wear and tear of hands-on exhibits
• Operating within a listed building across 8 levels without a lift

The role requires basic handyman skills in all areas and an eye for detail. The candidate is expected to tackle any maintenance job required and act as a fully competent member of the maintenance team, providing sick / holiday cover or extended hours as necessary (with time in lieu provided).

Administration
• Ensuring high standards of record keeping and documentation
• Working with the Technical Manager to manage the electronic project management software to schedule tasks
• Researching and implementing better ways of working

New Exhibit Development
Alongside our Technical Designer, the team also works on improving current exhibits and developing new ones. Ideally the candidate will contribute to:
• The improvement of current exhibits
• Design of new exhibits
• Large-scale design changes

A large part of the role involves Health & Safety and Human Resource Management in conjunction with our supporting H&S / HRM consultants RBS Mentor, Senior Management, Heads of Department and other staff

HRM (Human Resource Management)
• Training, mentoring and coaching the team to give best performance
• Assisting with grievance / disciplinary procedures and day to day issues
• Active role in maintaining a happy work-life balance for staff using all available resources to ensure staff retention and good recruiting results

Health and Safety
Assisting with:
• Risk assessments, fire prevention, development of and operation of all emergency procedures and crisis management
• Inspections, certifications and all compliance
• Incident procedure and investigations

Essential skills
• Team leading and/or management experience
• Excellent written and verbal communication skills
• IT/computing proficiency above basic levels in Microsoft Office suite
• Broad basic skills in at least two of the following: electrical, joinery, painting and decorating, plumbing

Desirable Skills
• Experience in exhibition design, creation and/or manufacturing
• Knowledge of technical drawing software and basic programming skills
• Knowledge of project management software
• An interest in and understanding of exhibition design
• An awareness of visitor experience
• Administration and organisational skills

Person Specification
• Enthusiastic and confident with the ability to motivate a team, communicate with other departments and develop working relationships with colleagues and contractors
• A keen eye for detail
• Pro-active and able to use own initiative
• A creative problem-solver able to develop solutions to deadlines, with a thorough understanding of business requirements
• Professional in approach and able to confidently articulate ideas
• Reasonably fit, and physically able to carry out the duties as specified

The Package: A competitive salary of £32,000 | Discretionary company pension contribution – currently 10% | Discretionary annual bonus | In-service life insurance | 29 days Holiday | Company Sick Pay Scheme | Staff discounts in shop
You will also benefit from an extensive Employee Assistance Programme and NHS approved wellness app for mental health | All relevant training provided as necessary
Hours: 40hr week. Five days out of seven Monday to Sunday.

Please apply with your CV and cover letter and ensure your personal email is present on your CV. CV and cover letter should be emailed to Ross Boon, Technical Manager ross@camera-obscura.co.uk

Full-time, Permanent
Salary £23,771 – £24,825 per annum (Band 7)
Plus generous benefits package
Hybrid / flexible working

ABOUT THE ROLE

Are you a people person with a talent for analytics and systems? We are looking for an HR Assistant to help us deliver an engaging colleague experience ensuring NGS is a great place to work for all.

If you thrive working in a team and have proven experience in a similar HR operational role including payroll processing, with excellent IT and communication skills, we want to hear from you.

As the HR Assistant you will provide admin support for a wide range of colleague life cycle processes with a focus on our monthly HR payroll process and general enquiries. You will work closely with our enthusiastic and dedicated HR colleagues to create a culture of continuous improvement and embrace the values and objectives of the organisation.

There is plenty of opportunity to learn new skills and develop in this role. 

THE DIFFERENCE YOU’LL MAKE

In all that you do, you’ll support the HR team to achieve the aims of our people strategy delivering an engaging colleague experience for all. Reporting to the HR Officer your responsibilities will include but not be limited to:

Effective management of the HR team mailbox. You will be asked to respond in a professional and timely manner to varied internal colleague and external stakeholder enquires. Using your judgement to escalate more complex requests across the HR team.

Supporting the monthly HR payroll process through the accurate and timely entry of all permanent and ad hoc colleague changes to the HR system ensuring strict monthly deadlines are met.

Processing of overtime and allowance information to ensure colleagues are paid accurately and on time. 

Admin support including correspondence, system entry and paperwork issue for a variety of colleague lifecycle processes including:

Colleague terms and conditions amendments

Flexible working requests

Offboarding

Colleague background compliance checks

Working with colleagues to support the launch and roll out of the new HR self-service software.

Supporting HR colleagues at employee relations meetings including coordination of meetings and administration support (minute taking, correspondence, etc). 

Working closely and flexibly with HR colleagues to support ad hoc duties and projects to create a culture of continuous improvement and embrace the values and objectives of the organisation.

WHO WE ARE LOOKING FOR

In answering our quick questions tell us more about you, how you meet the requirements, and what you will bring to the role. This will be your opportunity to stand out as well as tell us what you are looking for from us. To succeed in this role, you’ll need the following range of knowledge, skills, and experience:

Strong proven experience as an HR Assistant or another HR role, with payroll knowledge and preferably a systems focus.

Analytical with a high level of accuracy, attention to detail and numerical ability.

Excellent knowledge of Microsoft Office products, including MS Teams.

Proficient MS Excel skills including Formulas, VLookUp, and Pivot Tables.

Team player with ability to work collaboratively.

First class communication skills both written and verbal.

Strong admin and organisational skills with a methodical approach to work including effective prioritising of tasks and working to strict deadlines.

A drive to continuously improve processes and procedures.

Ability to review and interpret information from a range of sources to effectively respond to queries. 

Ability to show diplomacy and tact whilst being discreet and maintaining confidentiality.

Flexible and adaptable to change.

Desirable

Human Resource Management Degree or equivalent experience / CIPD Qualified.

Experience of note taking for any colleague meetings including disciplinaries.

Please visit our careers page for information.

The closing date for completed applications is 12 noon on Monday 10 April 2023.

Job Description: Maintenance Team Member

PRINCIPAL PURPOSE
To provide maintenance across every aspect of the Loch Insh site.

To support the company expansion projects where required.
To undertake compliance checks and tasks.

Directly responsible to: Maintenance Manager

LIMITS OF AUTHORITY
There is no financial or personnel authority attached to this role.

WORKING HOURS
Full time
40 hours over 5 days including weekends

DETAILED RESPONSIBILITIES
Carry out regular inspections of the properties and respond to requests to carry out any maintenance tasks or repairs to the buildings and services and as guided by the Maintenance Manager.
In conjunction with the Maintenance Manager, comply with all relevant Health & Safety regulations and ensure risks are evaluated including reference to Asbestos Register etc.
Provide troubleshooting and problem support in building including electrical, decoration, lighting, boiler management system programme setup and general carpentry and plumbing.
To prepare specifications and assist with tender documents etc and seek quotes for all aspects of minor maintenance and improvements, monitor the contractor on site and oversee that works are carried out appropriately and to an acceptable standard.
To ensure safe, secure and workable procedures.
Take all measures necessary to maintain a safe environment in your workplace escalating any potential shortfalls to the Maintenance Manager.
To monitor and input to the buildings management systems used on site – Trello and Papertrail.
To input technical knowledge of the building into the preparation of the planned maintenance programme.
Ensuring adequate supplies of consumables and spares are maintained and ordered as necessary.
Responsible for maintaining clean waste spaces in the waste areas on site.
Ensure all stores and workshop areas are kept tidy and secure at all times.
Porter duties, including moving furniture and handling and transporting equipment throughout the site, where required.
Acting as fire warden, ensuring compliance with all procedures.
Carry out weekly Fire Alarm tests ensuring compliance with safety and security across the site.

Team working
Ensure good time management and use of resources
Work with Heads of Department to help them manage their budgets appropriately

General
To undertake any other duties which may reasonably be required of you.
Legislative and Compliance

To ensure you comply with all statutory and legal obligations including Health and Safety at Work.
To ensure all company internal processes and administration are adhered to in a timely manner.
To be vigilant on all safety matters and immediately notify your line manager or a director of any potential non-compliance of regulations or any hazardous situation which may occur anywhere on company premises.
To report any incidents, accidents and near misses in accordance with company policy.
To ensure own safety and the safety of all others who may be affected by the Company’s business.
To comply with all the company’s policies and procedures to protect the health, safety and welfare of self and others.
Job Types: Full-time, Permanent

Salary: From £11.50 per hour

Benefits:
Company pension
Discounted or free food
Employee discount
Flexitime
Free parking
On-site parking
Store discount
Flexible Language Requirement:

English not required

Schedule:
Day shift
Flexitime
Monday to Friday
Weekend availability
Supplemental pay types:

Tips
Ability to commute/relocate:

Kingussie, PH21 1NU: reliably commute or plan to relocate before starting work (required)
Experience:

Maintenance: 1 year (preferred)
Work Location: In person

Reference ID: Maintenance