Operations

ASSISTANT REGISTRAR (BAND 7)
FULL-TIME, FIXED TERM (9 Months)

The functions of the Collections Management Department are to assist the Senior Management Team in the management of and accountability for the NGS collections; the administration of all loans both to and from the galleries; the maintenance and development of the automated documentation system and advising the Director General and Trustees on matters of policy and practice in the management of the collections.

The purpose of the Assistant Registrar is to provide general support to the teams of Registrars in the Collections Management Dept, including Exhibitions, Acquisitions, and Collections Information. The teams work, to critical deadlines for exhibition opening dates, art transport, acquisition and audit programme schedules and have a heavy administrative workload. The Department is also committed to increasing the NGS programme of Touring Exhibitions and expanding our Partnership initiatives, and will continue to develop loans administration, transport and installation schedules.

The postholder should be willing to undertake a variety of tasks, including mundane and repetitive work. A methodical and accurate approach is required, and the ability to communicate easily with staff at all levels in the Department.

The Assistant Registrar (Exhibitions) will report to the Lead Registrar (Exhibitions & Display). The countersigning officer will be the Head of Collections management.

The role

To undertake the maintenance of park gardens including the nursery and landscape, enclosure areas, facilities and infrastructure owned by RZSS in line with the garden team’s procedures and ongoing site development plans in support of RZSS’ vision and mission. Providing high standards of general maintenance to ensure that all areas of the site are safe and well presented for our visitors.

Some of the things you’ll do:

Undertake, as directed, the construction and maintenance of enclosures, gardens and landscaping to ensure that all areas of the site are safe and well presented for our visitors.

Assist with the co-ordination of a wide range of horticultural activities (e.g. lawn care, mowing, strimming, blowing, hedge trimming, planting, pruning, weeding) and another general garden work that involve other sections and departments

Conduct routine cleaning, inspection and maintenance of assigned small plant and vehicles according to the agreed transport policy and best practice.

Oversee the work of assigned colleagues (Grounds Person) and volunteers, giving appropriate coaching guidance and direction to ensure work is completed in an efficient, professional and timely manner

To take reasonable care for the health and safety of yourself and that of others. This implies taking positive steps to understand the hazards in the workplace, to comply with safety rules and procedures and to ensure that nothing you do, or fail to do, puts yourself or others at risk.

What we’re looking for:

You’ll have a relevant SVQ level 2 qualification in horticulture or equivalent qualification or experience.

Be able to demonstrate horticultural competence with a variety of plant material.

Have practical experience in a horticultural and or landscaping activity.

Able to both work as part of a team, or on your own.

Able to demonstrate and set a good example of health and safety practice to others.

Please see the role profile for further information on what the role involves and essential/desirable criteria.

JOB PURPOSE

A visible and senior management role where, in addition to the general operations management of the properties in pursuit of their aims and objectives, the post holder will be responsible for the development of the property operating business planning process (working with the Property teams and Business Manager for the region who oversees this process) and utilising key sources of information and needs (e.g. conservation management plan; visitor/market research) to present effective and accountable business plans which underpin the properties financial performances, visitor experience, conservation delivery, reputation and maintenance.
The post will be based at Balnain House, Inverness with line management responsibility for Abertarff House in Inverness and Hugh Miller’s Birthplace and Museum situated on the Black Isle and reports to the General Manager for the Highlands & Islands region.

JOB PURPOSE

The post-holder will support the National HS&E Manager (Operations) in offering a range of health, safety and environmental services (Health and Safety being the primary focus) to the Operations Directorate and is the first point of contact for property management within their allotted property portfolio.

It will be a fundamental function of the post that the post-holder will develop a close and effective working relationship with the management within their allotted properties, including General Managers, Business Managers and Operations Managers (where appropriate). This will enable, and require, the post-holder to respond quickly to requests for assistance as well as becoming a relied upon and readily available professional HS&E practitioner to properties within their portfolio. They will become a key member of the planning/decision-making process.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

Monitor health and safety system
• To contribute effectively and provide essential input to the Trust’s HS&E agenda through the ongoing support, development, and dissemination of relevant policy, guidance and information.

Health, Safety and Environmental performance
• To conduct HS&E audits designed to test compliance as a minimum while striving to continuously improve HS&E performance by developing and monitoring agreed improvement plans with properties/functions.
• To produce high quality audits and summaries for management to report on property/function-level HS&E performance.

Investigation of accidents and near misses
• To conduct in depth accident/incident investigations designed to explore their cause(s) with a view to identifying failings and preventing recurrence, so far as reasonably practicable.
• To prepare statistical analyses of accident/incidents to help identify trends and to propose actions to mitigate risk.

Highlight areas of concern
• To be aware of emerging HS&E risks primarily within their portfolio (though cognisant of broader implications), through either accident/incident or other HS&E issues, or through changes in legislation, enforcement activity/court cases etc.

Property support
• To be the ‘first point’ of specialist contact for their portfolio with regard to HS&E matters and to report matters of concern to the National HS&E Manager and relevant General Manager(s).
• To respond effectively and pragmatically to requests from properties for support and advice.
• To agree areas for improvement – derived either from audits, accident/incident investigations or changes in policy/procedures/legislation – with General Managers and property management and liaise with the rest of the HS&E provision within Operations Directorate to ensure consistency and maximise the effective use of time.

Attendance at meetings
• To attend regional management and property-level meetings (when appropriate) to report on HS&E performance, promote improvement initiatives and advise on the implications of NTS HS&E policy and procedures.

Training and development
• To advise on HS&E training and development requirements within the directorate and where necessary to liaise with colleagues in the HS&E team and People – Training and Organisational Development to meet the demand in the most effective and cost-efficient way.
• To deliver training, as required, and within their level of competence.
• To evaluate training provided to ensure that it raises H&S performance, sustains HS&E improvements through effective transfer of learning and is refreshed at suitable intervals.

Sensible management of risk
• To provide information (such as audit data and accident/near miss statistics) for meetings of the Operational Leadership Group, Regional Team meetings where appropriate and contribute as appropriate to the Operational Risk Register.
• To support the National HS&E Manager in proposing measures to manage risk.

JOB PURPOSE

The post-holder will support the National HS&E Manager (Operations) in offering a range of health, safety and environmental services (Health and Safety being the primary focus) to the Operations Directorate and is the first point of contact for property management within their allotted property portfolio.

It will be a fundamental function of the post that the post-holder will develop a close and effective working relationship with the management within their allotted properties, including General Managers, Business Managers and Operations Managers (where appropriate). This will enable, and require, the post-holder to respond quickly to requests for assistance as well as becoming a relied upon and readily available professional HS&E practitioner to properties within their portfolio. They will become a key member of the planning/decision-making process.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

Monitor health and safety system
• To contribute effectively and provide essential input to the Trust’s HS&E agenda through the ongoing support, development, and dissemination of relevant policy, guidance and information.

Health, Safety and Environmental performance
• To conduct HS&E audits designed to test compliance as a minimum while striving to continuously improve HS&E performance by developing and monitoring agreed improvement plans with properties/functions.
• To produce high quality audits and summaries for management to report on property/function-level HS&E performance.

Investigation of accidents and near misses
• To conduct in depth accident/incident investigations designed to explore their cause(s) with a view to identifying failings and preventing recurrence, so far as reasonably practicable.
• To prepare statistical analyses of accident/incidents to help identify trends and to propose actions to mitigate risk.

Highlight areas of concern
• To be aware of emerging HS&E risks primarily within their portfolio (though cognisant of broader implications), through either accident/incident or other HS&E issues, or through changes in legislation, enforcement activity/court cases etc.

Property support
• To be the ‘first point’ of specialist contact for their portfolio with regard to HS&E matters and to report matters of concern to the National HS&E Manager and relevant General Manager(s).
• To respond effectively and pragmatically to requests from properties for support and advice.
• To agree areas for improvement – derived either from audits, accident/incident investigations or changes in policy/procedures/legislation – with General Managers and property management and liaise with the rest of the HS&E provision within Operations Directorate to ensure consistency and maximise the effective use of time.

Attendance at meetings
• To attend regional management and property-level meetings (when appropriate) to report on HS&E performance, promote improvement initiatives and advise on the implications of NTS HS&E policy and procedures.

Training and development
• To advise on HS&E training and development requirements within the directorate and where necessary to liaise with colleagues in the HS&E team and People – Training and Organisational Development to meet the demand in the most effective and cost-efficient way.
• To deliver training, as required, and within their level of competence.
• To evaluate training provided to ensure that it raises H&S performance, sustains HS&E improvements through effective transfer of learning and is refreshed at suitable intervals.

Sensible management of risk
• To provide information (such as audit data and accident/near miss statistics) for meetings of the Operational Leadership Group, Regional Team meetings where appropriate and contribute as appropriate to the Operational Risk Register.
• To support the National HS&E Manager in proposing measures to manage risk.

Who we are
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 exists in order to lead the Trust’s approaches to organisational design and organisational development, to build NTS long-term capability. It leads, develops and manages a team focused on driving long-term improvements in NTS business and people performance through a range of development and support initiatives and activities.

What we want you to be responsible and accountable for
• Developing and delivering a people-orientated and business-focused Organisational Design and Development strategies and services, balancing best practice within commercial constraints to add value, manage risk and help shape the business.
• Working as part of the People Leadership Team in setting direction, developing business strategy, leading and managing progress towards goals and targets, and building and sustaining staff engagement and performance.
• Leading and managing the People:OD (POD) team in diagnosing the key issues that are affecting NTS business and people performance, and in designing, developing, implementing and evaluating integrated programmes to address the issues identified.
• Leading the POD team to design, plan and enable the delivery of our People Value Proposition, to ensure we can attract and keep the right capability in our organisation.
• Leading and managing the POD team to improve NTS leadership capability and performance, with a particular focus on whole systems thinking, collaborative leadership, and effective change leadership.
• Ensuring that strategic NTS approaches to leadership & development, talent management and workforce planning are coherent and focused on meeting short and long-term business needs.
• Working with the Executive Committee and other senior leaders across the Trust to define and develop organisational development approaches in line with wider NTS strategic approach.
• Leading the POD team in building effective Change and Organisational Design approaches, and support senior managers through change.
• Leading our approach to the use of strategic People data; leading Strategic Workforce Planning initiatives and the workforce effectiveness survey to provide insight and action plans across the Trust.
• Working across the sector to champion and develop industry-wide skills programmes in traditional conservation and innovation
The current duties of the role do not require a criminal records check or membership of the PVG scheme through Disclosure Scotland.

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.

CONTEXT

The National Trust for Scotland is an independent charity set up in 1931 for the preservation and conservation of natural and human heritage significant to Scotland and the world. The Trust has gone on to become Scotland’s largest membership organisation and a leader in conserving and promoting the nation’s treasured places and collections so they can be enjoyed by present and future generations. The Trust’s new 10 Year Strategy: Nature, Beauty and Heritage for Everyone has recently been launched with a strong focus on caring for Scotland’s special places through best practice in conservation.

Visit: https://www.nts.org.uk/our-work/our-strategy

The Trust is organised across 4 Regions:
North East: Regional Office – Crathes Castle
Highlands & Islands: Regional Office – Balnain House, Inverness
Edinburgh & East: Regional Office – Newhailes House
South & West: Regional Offices – Culzean Castle (main), Greenbank House (northern hub)

Each Regional General Manager has operational responsibility through Property Staff for maintaining built assets and ensuring statutory compliance within their Region. The Central Buildings Team operates through a consultancy model with dedicated resource in each Region. The role of the Buildings Team is to provide NTS with professional and technical services in support of building conservation, maintenance and capital building projects across the Trust’s built estate. Each Region is currently supported by a dedicated Building Surveyor (or Architect) who ensures that NTS delivers best practice in building conservation and maintenance. You will be assigned to a Region, joining the Building Surveyor and providing a leadership role for building maintenance activity in your Region. You will also assist the Building Surveyor with larger project delivery. Your key day to day contacts will be the Regional Building Surveyor, Operations, Maintenance and Property Staff.

The Buildings Team is a national asset of the NTS and operates as a single team. Individuals will sometimes be required to operate beyond their ‘home’ Region or to provide specialist advice to other team members. In exceptional circumstances, individuals may be asked to relocate temporarily to deal with a particular situation eg as part of disaster recovery efforts. The role will also require occasional work outside core hours to deal with emergency or unplanned situations.

JOB PURPOSE

This job will support the National Trust for Scotland Strategy Conservation Pillar by contributing to improving the condition of our buildings, delivering best practice in built heritage conservation and maintenance management and supporting the safe operation of our sites.

Reporting directly to the Head of Building Surveying (Operations) you will be responsible for supporting and undertaking the planning and delivery of sensitive conservation maintenance and repair to NTS buildings and advising property operations teams on all aspects of buildings care. You will assist operations staff to maintain public access to sites and buildings during essential building work.

Dalkeith Country Park is a truly special place. Just a few miles from Edinburgh, it’s home to Fort Douglas adventure playground and Restoration Yard, set in a beautiful 1,000-acre country estate. With over 300 years of history, a 700 year-old oak wood and miles of waymarked trails, visitors can enjoy exploring the park before a delicious meal in our restaurant, The Kitchen, or a browse around our wonderfully eclectic retail store. You’ll also find our Wellbeing Lab offering yoga and fitness classes.

This is a hugely varied, rewarding and exciting role. No two days are the same and you will be ‘hands on’ in every aspect of park activity! Watch this short video to hear first-hand what makes this such a unique and interesting role https://www.youtube.com/watch?v=DX5eLTOzL0g.

As Operations Supervisor you will support the Facilities Team ensuring that the needs of our visitors, colleagues and tenants are met and that day-to-day operations at Dalkeith Country Park run smoothly with emergencies being responded to effectively. In addition, you will carry out small maintenance jobs and liaise with contractors on bigger jobs.

• Do you have solid experience in a similar role and work environment?
• Can you demonstrate strong communication skills with the ability to engage with a wide range of people?
• Are you able to demonstrate excellent organisation skills, a flexible approach and the ability to use your initiative?

Shifts are 7.30am to 6.30pm on a 4 on 4 off basis, with average hours being 35 – 40 per week. Additional cover for holidays and sickness will be required. A full UK divers license is essential. Supervisory experience will be an advantage.

Interested? To apply please email your CV and covering letter to recruitment@buccleuch.com.

Closing date for applications is 3 June.

Please view our privacy policy at http://www.dalkeithcountrypark.co.uk/privacy/