Jobs

PURPOSE OF THE ROLE

To assist the Operations Manager with the smooth running of Falkland Palace, Hill of Tarvit and Kellie Castle as well as non-visited properties in the Fife cluster. This includes, but not limited to, general administration, compliance and health and safety tasks in support of operations and demands a high level of customer service, organisational skills and the ability to use your initiative with an attention to detail essential.

KEY RESPONSIBILITIES

Administrative support to the Operations Manager and other key departments as required.

File management (filing, scanning, maintenance of regional drive, archiving).

Managing office petty cash, receipts and claims.

Managing postage.

Assisting property staff with ordering and system queries as required.

Providing the first point of contact at whichever site you are working from that day and ensuring that communications are answered, forwarded and recorded effectively and in a timely fashion.

Organising meetings, circulating advance papers, taking and distributing minutes and monitoring action points required of staff.

Processing financial transactions (e.g. cash handling, data entry, purchase ordering, and expense claims) on a regular basis using an IT-based finance package.

Share in the common responsibility of implementing the Trust’s “Health & Safety Policy”, including the production and maintenance of risk assessments, being mindful at all times of the health and safety of self, staff, volunteers, and visitors.

Attendance at meetings with the Operations Manager and other managers and supervisors to openly discuss ideas, problems and solutions to the delivery of improved visitor experience at the property.

Taking and processing educational/group bookings and liaising with relevant departments to ensure the smoothing running of each.

Management of the property diaries and preparation and distribution of the weekly programme as well as other reports as required.

Maintaining key safe and security/access arrangements for staff and visitors.

Acting as “Fire Warden” for regular testing and activations and providing training for property staff.

Booking and supervision of reactive and planned maintenance contractors.

Placing orders and completing necessary documentation as and when required.

Ensuring H&S and GDPR compliance across the cluster, including the residential lets.

Provide an excellent level of customer service to all external and internal customers.

Organising and overseeing refuse collection, and recycling arrangements.

As and when required act as Duty Manager in support of Operations Manager and other activity managers and supervisors.

Providing finance admin cover for the regional support team.

Application Deadline: Sunday 15/09/2024