Jobs

JOB PURPOSE

To provide operational coordination and supervision of visitor services, functions and events, and holiday accommodation at House of the Binns in line with the Trust’s policies, priorities, performance standards and targets to contribute to the enjoyment of the property by visitors, guests and members, and help ensure commercial, financial, and conservation objectives are achieved. The Visitor Services Supervisors at House of the Binns will also provide administrative support in the running of the property and share Duty Manager shifts.

The Visitor Services Supervisors at a Trust property plays a pivotal role ensuring that the management objectives are achieved through excellent customer service and, with delegated responsibility for holiday accommodation and duty management and are very often the “face” of the Trust to visitors, guests and suppliers. As such, they directly influence public perceptions of the Trust and are crucial to developing and maintaining the property’s local/national reputation.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

Planning and operational delivery
 Assume responsibility for the day-to-day running (duty management) of the Property. This will include regular weekend working on a rota basis. Duty management involves the management of staff, volunteers, guests and visitors to the required standards.
 As required, assume responsibility for the security of the property, including the checking/locking of windows/doors and operation of the security alarm system and the daily opening up and locking up procedures.
 Assist in ensuring that the property is open to the public in accordance with the published times.
 Assume responsibility along with the Visitor Services Manager to meet and ideally beat, all targets set for membership and visitor numbers and actively manage the staff and volunteers in the property to achieve this.
 As required provide cover at reception and assist with guided tours of the House.
 Uphold the policies and procedures of the Trust and the property and ensure all visitor services staff does the same performance managing as necessary.
 Proactively suggest ways to enhance visitor enjoyment of the property and income streams.
 In conjunction with the Visitor Services Manager supervise, and personally participate in the staffing of events and functions at House of the Binns. Please note this includes weekend and evening working.

Social media
 Develop and implement a social media strategy for the property in conjunction with NTS staff.
 Assume responsibility to actively grow social media and expand the property’s reach, ensuring posts are made on a regular basis and actively working on campaigns.

Customer Care and Service to Members
 Actively support the Trust’s “Visitor Experience Champion” programme to ensure the highest level of internal and external customer care to meet Mystery Visit and Visit Scotland Grading criteria.
 Actively promote the work of the Trust and the value of Trust membership to existing and potential members.
 Recruit new members to achieve membership target and motivate and mentor other team members to achieve their targets.

People Management
 Direct supervision of the volunteers and seasonal property assistants.
 Support the Visitor Services Manager with the recruitment, induction, development, and management of all visitor services staff and volunteers such that they understand and are equipped to fulfill their roles to the standards required and that they feel valued, respected and supported.
 Supervise services provided by third parties (e.g., suppliers, contractors) such that they adhere to Trust policy and standards and ensures the safety of staff, volunteers, visitors and others.
 Assume responsibility, alongside the Visitor Services Manager, to ensure all shifts are filled throughout each day and coordinating shifts and filling them as required.

Business Management & Administration
 Ensure that the administration of visitor services activities at the property is carried out to Trust procedures, including: all relevant reporting relating to staff, visitors, health and safety and finances; and general correspondence/record-keeping etc. N.B. This will include cash-handling and banking activities.
 Arrange weekly fire alarm tests, collate and report monthly meter readings and any other Health and safety requirements.
 Assume responsibility, alongside the Visitor Services Manager and Visitor Services Assistant Collections Care, keeping high standards of appearance throughout the property.,
 In liaison with Visitor Services Manager, ensure the timely ordering of appropriate stationery, housekeeping and products for the property, including the holiday let.
 Assist with the general administration of the property including: reports as requested, attendance at meetings and training courses, correspondence, telephone and email responses, filing, raising and goods matching orders and invoices etc.
 In conjunction with the Visitor Services Manager, assume responsibility for the accurate daily and weekly reporting of figures on the WRD system and the completion of seasonal hours reporting for payroll.

Smooth Running of the Holiday Accommodation
 In conjunction with the Visitor Services Manager, ensure the holiday let is cleaned on the correct days; be responsible for checking the work of the cleaning contractors is to the required standard; ensuring all the correct literature is in the holiday let for each turnover; monitoring levels of consumables and cleaning supplies and ordering more in a timely fashion; ensuring the lodge is welcoming for each new guest; reporting all problems/faults with the holiday let and working with the Visitor Services Manager to address these in a timely manner.
 Be responsible for collating and taking monthly meter readings and inputting them on the appropriate system; taking and recording carbon monoxide and fire alarm tests on a monthly basis.

Health, Safety & Environmental (HS&E) Management
 As required, take an active role in the enactment of the property’s Emergency Procedures. To follow and update when required the property health and safety processes and documentation. Assist with procedures such as evacuation and alarm and emergency lighting testing as required by the Visitor Services Manager.
 Demonstrate responsibility and accountability that property management and visitor services practices are in line with the Trust’s “Environmental Policy” and mindful of the Trust’s obligations to minimise the impact on the environment, through e.g. efficient use of water/heat/light, recycling and the disposal of waste, considered use of transport.

The current duties of this job do require a criminal records (Disclosure Scotland) check to be carried out, namely a Disclosure check because you will be Cash Handling and Banking. Employment may only commence once a satisfactory check has been completed.

REQUIRED QUALIFICATIONS, SKILLS, EXPERIENCE & KNOWLEDGE

Essential
 Significant previous experience of working in an operations role in the retail/ visitor/ heritage attraction industry – including supervision of staff and volunteers and/or responsibility for specific activities.
 Previous hospitality / event coordination/management experience.
 Strong personal belief in the value of excellent customer care with the ability to translate this into actions.
 Exceptional communication and interpersonal skills.
 Excellent organisational, administrative and time‐management skills with the ability to prioritise and re‐prioritise workload to meet changing demands.
 Proven sales skills with the ability to achieve targets.
 The ability to think and act quickly when confronted with emergencies.
 Competent user of Microsoft Office products.
 Competent user of social media platforms e.g. Facebook, Twitter, Instagram.

Desirable
 Degree level or equivalent knowledge/ understanding of heritage management, tourism, hospitality or event management.
 A genuine understanding of and belief in the work of the National Trust for Scotland.
 Experience of using social media to grow a business.
 Experience of holiday accommodation letting.

DIMENSIONS AND SCOPE OF JOB

Scale
 House of the Binns is a laird’s house set on a four hundred acre estate.
 There is a holiday cottage on site, let through Sykes cottages and available to rent all year.
 Will have regular (daily) interaction with members of the public of all ages and abilities; including helping to host workshops, talks and events.
 Will have frequent interaction with suppliers and contractors, including supervision.

People Management
 Welcoming and provision of facilities for property visitors and holiday accommodation guests and events visitors.
 Working closely with specialist Trust staff based at local and central support bases to ensure Trust policies and standards are implemented.
 Direct line management of volunteers and supervision and organization of seasonal property assistants.

Financial Management
 Not a budget holder.
 Will be required to use Trust systems for the purpose of raising PO’s.
 Cash handling and reconciliation of till.
 Banking procedures.

Tools/equipment
 Competent and confident user of IT – role will require use of multiple systems and adherence with IT and financial policies and procedures.
 Competent user of till.

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.

Application Deadline: Friday 24/02/2023