Jobs

This is an exciting and interesting role which contributes to the smooth and efficient running of one of the National Trust for Scotland’s busiest visitor attractions Mackintosh at the Willow

Through the provision of administrative support and excellent customer service, you will act as the first point of contact for internal and external enquiries, play a key role in team communications and coordinate many other property processes and systems.

The role requires positivity, flexibility, strong organisational skills and an attention to detail, with responsibilities covering finance, and public-facing activities.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

Coordinate income reports and cash-handling processes for Mackintosh at the Willow, including weekly sales and visitor statistic recording, and the reconciliation of tills and petty cash, plus additional monthly and year-end activities.

Become a super-user of the Trust’s online finance management and purchase order/invoice system, providing ongoing support and advice to other team members, and liaising with the NTS finance team to investigate issues as they arise.

Contribute to clear internal communication and team cohesion across the properties by sharing important messages, news, and policy updates, as requested, through a variety of channels, including emails, shared calendars, staff notice boards, and arranging and recording team meetings/action points.

Provide excellent customer service as the first point of contact for enquiries and correspondence from colleagues, visitors, local community, partners and suppliers via mail, email, telephone, social media, and other online platforms.

Support event, travel trade and venue hire & education activities – including the set-up of online bookings via Eventbrite, hospitality booking system and email. Assist in the coordination of events on site.

Work closely with the Operations Manager, General Manager and Heads of Department on establishing and maintaining strong, consistent administrative routines – from enforcing office housekeeping standards to the replenishment of supplies like stationery, first aid kit and uniforms.

Collate and process new Membership forms onto the NTS portal.

Assist with gathering photo and story content for marketing purposes, helping schedule social media posts and ensuring our on-site information posters and resources are kept up to date.

Oversee the property’s electronic and paper filing systems and archives to ensure they are organised, easy to navigate and meet the requirements of data protection legislation (GDPR) and the Trust’s data retention policy.

Support the cyclical update of property health & safety systems, including notifying team of risk assessment review dates and compliance record-keeping.

Offer a flexible administrative service to all managers and their teams as required.

Support Operations Manager, VSMs and HODs with compliance record keeping for the property

Assist with general visitor services departments to provide relief cover, including catering & hospitality, retail, housekeeping, admissions, and events as required. Full training will be given across each area.

Application Deadline: Sunday 25/08/2024