Admin, Finance & IT

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

Complete monthly analytical reviews and recommendations of income and expenditure movements on Trust’s restricted and designated funds ensuring alignment with budgets, project plans and financial targets.

Produce timely, accurate and insightful reporting, analysis, and targeted interpretation of monthly results to the business area management teams. Highlight key performance variances and work with the business areas to agree corrective action and identify any risks or opportunities to the latest forecast.

Develop and maintain the “Funds Purpose” model so that available balances on restricted and designated funds are accurately maintained, fund movements from donations and legacy control accounts promptly processed and accurate funds information is made available to appropriate managers within the Trust. An enhanced Funds Purpose model will allow for improved strategic analysis and reporting of fund balances and fund commitments and ensure that the Trust’s regulatory requirements are met.

Managing of activities for project opening, variation and then closure within the finance systems so that timely and accurate project information is available for appropriate managers within the Trust and that this is accurately reported to the Executive Committee and Project Oversight Committee as appropriate.

Responsible for the analyzing and coordinating Project information to include with annual budgeting process liaising with Business Managers and Departmental heads as appropriate.

The role will also support the on-going development of finance systems and processes in delivering improvements and in meeting the future needs of the Trust.

Coordinate allocation of grant monies on receipt to the correct funds and projects. Support and review with grant claims paperwork.

Collaborate with Fundraising team and ensure that Donations and Legacies are appropriately accounted and allocated appropriately to the correct funds and projects. Maintain an accurate Legacy position.

Collaborate with Budget Managers in the creation, monitoring and controlling of their operational budgets and quarterly forecasts. Analyzing variances and liaising with budget holders on potential problem areas, subsequently making recommendations and advising on the impact to the Trust.

Actively participating in their internal customers’ monthly team meetings, providing financial updates and reports, and influencing decision-making on key financial and non-financial matters.

Creating a continuous improvement culture, developing and implementing streamlined and user-friendly processes, procedures, and reports to support the financial activities within their internal customer teams, provide training to employees to embed these processes and embed reviews to ensure that these continue to be fit for purpose.

Who are we?

We are Scotland’s design museum. Designed for everyone, firing imaginations and sparking curiosity in design across Scotland and around the world. At V&A Dundee we are on a mission to inspire and empower through design.

Design shapes our world, it’s part of everyday life and it’s everywhere. We are a museum with energy and have a vision of the future where everyone is inspired through design and recognizes its far-reaching impact in our lives.

We are a welcoming place for people of Dundee to explore design and to use as an everyday part of their city, as well as inviting visitors from around the world. We are part of the V&A family of museums that celebrate creativity in all its forms from across centuries, for everyone.

Role Profile:
We are seeking a dedicated and detail-oriented HR Assistant to join our growing team and support V&A Dundee’s Human Resources team and the Museum Director’s PA. The HR Assistant will provide administrative support to the HR team, ensuring smooth and efficient operations. This role involves a variety of tasks related to employee record keeping, recruitment and HR policy implementation.

The role will also provide support to the Museum Director’s PA with tasks such as planning meeting schedules, arranging and preparation for meetings, keeping records and contacts up to date, liaising with guests, minute taking/issuing and diary management as support and cover for the Personal Executive Assistant and Office Manager as and when required. The role will be split 80% HR and Director’s PA 20% except during leave cover.

Duties and Responsibilities
Human Resources:
Assist with the implementation of HR policies, procedures and guidelines ensuring they are understood and observed throughout the organisation.

Facilitate recruitment activities, ensuring legal compliance, consistency and fairness. This includes ensuring immigration and PVG/Disclosure checks are carried out where necessary.

Assist with on-boarding and off boarding processes for staff, volunteers and freelancers.

Provide information to staff and managers on terms and conditions of service e.g. annual leave entitlement, notice period, etc.

Oversee employee file maintenance and record keeping in line with GDPR.

Assist with and contribute to projects as specified by the Finance Resource and Planning Team.

Assist staff from other teams as required and any other duties which may be reasonably requested by the Finance Resource and Planning Team.

Assist the HR Advisor with the drafting of contracts, contract variations and the updating of the HR system. Prepare correspondence as necessary.

Liaise with external payroll provider on a regular basis to ensure the correct information is transferred with relation to the monthly payroll.

Monitoring the Recruitment and HR mailboxes and responding as appropriate.

Supporting the HR Advisor and Head of HR where appropriate.

Personal Assistant:

Support the workload of the Director’s PA by assessing the importance and urgency of requests and responding to all in a timely manner.

Assist with aspects of a busy and constantly changing Director’s schedule, including organising internal and external meetings, arranging locations, coordinating invitations, setting up conferencing facilities, equipment and refreshments.

Assist with governance cycles by preparing and circulating papers, taking minutes and collating actions when required.

Support the Director in liaising and cultivating relationships with donors, lenders, designers, artists and wider supporters, working closely with colleagues across museum departments to this end.

Manage sending of invitations, maintaining data and recording responses for museum events.

Supporting the management of office spaces, including planning, improving and delivering effective office functionality.

Keeping track of office supplies and requirements. Liaise with suppliers and facilities management to ensure office is well maintained and presented.

Support in making travel arrangements and developing itineraries for Director, Executive Team and Board when required.

Provide cover for the PA and Office Manager or additional assistance during busy periods.

Personal Specification
Essential:

Administrative experience working within an HR environment

A working knowledge of HR processes

Excellent written and verbal communication skills

Able to demonstrate professionalism and a strong customer service approach

Confidential and discrete, with the ability to handle sensitive and personal information appropriately 


Highly organised and motivated with an ability to work both on own initiative and as a team player contributing expertise

Excellent prioritisation and time management skills coupled with an ability to work under pressure and to tight deadlines

Experience in the use of Microsoft Office (Work, Excel, PowerPoint) and an understanding of databases and their usage

Excellent attention to detail and accurate

Flexibility in dealing with multiple and varying duties and performing well under pressure

Positive, team-oriented attitude

A genuine interest – and desire to work in – a cultural organisation

Desirable:

Ideally CIPD qualified or working towards qualification

Good Knowledge of Employment Law

Experience using HR Software

Background:
Greyfriars Kirk and Kirkyard is one of Edinburgh most popular tourist attractions, which attracts visitors for all over the world. Some visitors come for the links with Harry Potter, Greyfriars Bobby or to immerse themselves in over 400 years of history.

Greyfriars Kirk’s roots go back to 1620 and the site was a place of worship well before then. Today Greyfriars Kirk is a member of The Church of Scotland and it has a committed worshiping congregation. As one of Edinburgh’s historic and iconic landmarks, the Kirk is utilised extensively for a variety of non-religious activities such as concerts, conferences, music recordings, wedding receptions and other social events.

In addition, the Kirk welcomes over 110,000 visitors per year between February-November. The Kirk’s income comes from a combination of income streams including congregational giving, generous donations from visitors and hosting commercial activities. Greyfriars Kirk also works in co-operation with its spinout social enterprises Grassmarket Community Project and the Greyfriars Charteris Centre, which have independent management teams.

Role and Purpose:
We are looking for an energetic, self-motived individual who has a unique skill set to help develop this expanding role. The Operations Coordinator role is multifaceted and requires the right individual to have experience in a range of areas including administration, marketing, communications and customer service.

Possessing outstanding communication skills is vital in this role as you navigate the Kirks many stakeholders. This involves not only communicating through our social media outlets, but also updating our website, email correspondence and face-to-face.

The right individual must have outstanding customer service, as they are normally the first point of contact in respect of visitors, emails, phone calls, general enquiries and appointments. Attention to detail is necessary, as you will be responsible for maintaining the Kirk diary and co-ordination with the ministerial team, the congregation, staff and stakeholders.

This role also comprises of general administration tasks to support the day-to-day operations of the Kirk as well as supporting the Minister, Session Clerk and Operations Manager.

A large part of the role involves being responsible for effective marketing and promotion of all kirk events both religious and commercial. This involves creating and publishing content through our social media platforms and website. The right individual will preferably have experience in a number of software applications including Microsoft Office, WordPress, iZettle, Hootsuite, Salesforce, People Planning Center (or other CRM’s) and Open Broadcasting Software.

In this role, you will also be responsible for the Kirk’s IT and office equipment including the LAN, IT security, database management, mobile IT office equipment, photocopier contract and stationery supplies.

If you are a dynamic individual that is looking for a new challenge that will actually make a difference and you want to be part of an evolving organisation then we would love to hear from you.

Application process: Please send a CV and cover letter detailing your skills and experience and how they align with the role to: communications@greyfriarskirk.com

Scottish Canals are the custodians of the nation’s canal network and surrounding estates. Our vision is to invest in the canal network to generate lasting benefit for people and communities; celebrating their industrial heritage, ensuring they offer quality green and blue spaces for people and communities and contribute to Scotland’s resilience in tackling climate change.

Our success is rooted in valuing the contributions of our entire team – we care, we create, and we collaborate to continue to deliver a whole range of activities from boating, paddling, walking and wheeling to living and playing and improving what the canals have to offer to our visitors and communities. We also work collaboratively with our partners and stakeholders to contribute to a wealthier, fairer, greener and more resilient Scotland.

As an employer we offer a truly unique opportunity to be part of our team, help us realise our vision and contribute to safeguarding our heritage and ensuring our canals flourish now and in the future.

We currently have an exciting opportunity for an Engineering & Port Administrator to join our Engineering team in Ardrishaig. You will support the Engineering and harbour teams and will deliver an excellent overall experience to port users. Working efficiently and to well defined standards, you will promote a safe, secure, and enjoyable customer experience which actively contributes to the generation of revenue. Promote Scottish Canals products and services and have a clear focus on commercial opportunities that will add to the excellent customer experience while bringing enhanced commercial benefit to Scottish Canals.

The role is offered on a fixed-term basis until January 2026 to cover a period of maternity leave, and with a starting salary of £30,069 (Band C). Working hours 35 hours per week, Monday – Friday – 08:30 – 16:00.

Scottish Canals offer a generous annual leave entitlement of 28 days, plus 10 public holidays, along with enhanced sick pay, discounted shopping vouchers, health cash plan and a contributory pension scheme with up to 10% employer contribution.

Primary responsibilities of the role:

Provide support to the Crinan canal maintenance team in terms of administration and compliance with inter/national legislation and internal SC standards.
Liaise with other groups in Scottish Canals to help deliver and record required maintenance on structures and assets.
Create and maintain standards and processes for Scottish Canal’s harbours.
Document work and activities of harbour and maintenance team to required level.
Deputy harbour master with statutory obligations for reporting and compliance.
Port Facility Security Officer – Input of ship security data to CERS (Consolidated European Recording System) and reporting to MCA and DfT.
Maintain Ardrishaig Port Facility Security plan with reference to current legislation and trends.
Ensuring relevant actions are carried out, incident records maintained and submitting detail to department for transport, Maritime Coastguard Agency and internal departments.
Pier stakeholder communication and engagement, surveys and questionnaires, organising meetings, creating agenda, taking and distributing minutes.
Ardrishaig Pier bookings, updating port operation records, pier safety records, reporting, collation of invoice data.
Maintenance of Marine Safety Management System.
Management of port safety, navigation, traffic management.
Development and maintenance of required recording systems for PPM and training manuals.
Arrange, prepare and attend meetings, including arranging venue and catering, minute taking, and dissemination of info.
Administration and data input of H&S data including site visits, behavioural safety, near miss and accident reports. Incident investigation.
Record and deliver statistical analysis, compose reports and KPIs working to deadlines.
Collation and reporting of stats, tonnages, queries, maintenance of business databases and communication with customers, colleagues and the general public regarding Ardrishaig Pier.

Qualifications and knowledge required:

Knowledge of requirements of PMSC and other harbour legislation (desirable)
Accident/Incident & Near Miss Reporting experience.
Basic literacy and numeracy skills.
Valid driving licence appropriate for vehicle to be driven.

Skills and experience required:

Proven experience in a customer facing role within leisure or customer service environment.
IT skills including the use of Microsoft Office software and other applications in use by SC, EG. AMX, Eco online.
Port Facility security officer (desirable)
Harbour master awareness (desirable)
Strong teamwork ethic.
Ability to manage time efficiently.
Excellent communication skills.

Qualities & abilities required:

Judgement regarding safety in using and operating equipment in line with Scottish Canals defined standards and procedures.
Judgement regarding upward referral of issues to line management for further guidance.
Use of initiative in applying and maintaining high levels of customer service.
Co-operate with and support colleagues within main function.
Deal with enquiries and comments from customers in a professional manner providing appropriate information and guidance.
Co-operate with and support business to business customers to ensure Scottish Canals interests are protected.
Co-operate with and support colleagues from other teams outside of main function.
Participate in call-out rota.

Scottish Canals reserve the right to close this vacancy before the closing date if a sufficient number of applications are received.

Job Purpose:

To support the work of Rosslyn Chapel Trust by maintaining financial and administrative services.

Main Duties:

1. Process purchase and sales ledger entries on Xero, following up on outstanding
payments when necessary.

2. Reconcile monthly income (including from Stripe and EPOS Now) and expenditure
(including credit card payments) with bank statements.

3. Produce P&L reports/management accounts, as required.

4. Liaise with Trust accountants over VAT returns.

5. Liaise with Trust accountants over annual audit.

6. Liaise with Trust accountants over payroll data, maintaining records of staff working
hours, annual leave and sickness leave.

7. Oversee the office safe, physical banking arrangements, and order change as required.

8. Process invoices for group/private visits and allocate accordingly on Xero.

9. Manage finance email and assist with answering general enquiries by email, post and telephone.

10. Assist with duties of F&A Assistant as required.

11. Perform other related duties as required.

Person Specification:

Essential

• Proven experience of working in a finance role and experience of Xero and Microsoft
office software.
• Experience of working in a small team.
• Good communication skills and ability to manage external relationships.
• Experience of providing excellent customer service.
• Be honest, trustworthy and be able to maintain confidentiality. Have a good eye for
detail and provide accurate information.
• Positive attitude and willingness to assist others in the team.

Desirable

• Experience of working for a charity.
• Interest in Scotland’s history and heritage.

Working pattern – Monday to Friday 9am-4pm.

Mostly office based at Rosslyn Chapel, Midlothian, and with some opportunities for working at home.

Further information about Rosslyn Chapel Trust is available on our website – http://www.rosslynchapel.com

To apply, please send a CV and covering letter, explaining why you would be the best candidate, to director@rosslynchapel.com by 17.00 on Monday 24th March 2025.

Interviews will be held in person at Rosslyn Chapel on Tuesday 8th April.

Rosslyn Chapel Trust is a charity registered in Scotland, number SC024324

KEY RESPONSIBILITIES

1. Responsible for the Trust’s Endpoint Management & Microsoft Azure environment from both an infrastructure and application context for trust EPOS

2. Managing security /threat protection and maintenance of cloud services for trust EPOS

3. To support the on-going knowledge transfer to the wider IT team of the support processes needed to maintain the Trust’s EPOS solution

5. Support the IT Infrastructure Manager for Project work specifically relating to the trust EPOS solution delivery

6. To deliver the implementation and knowledge transfer of the trust EPOS solution

7. To deliver the ability monitor, manage & troubleshoot as required cloud environments relating to trust EPOS solution using monitoring and logging tools.

8. To create, execute and document any necessary processes to ensure that the cloud infrastructure design / technical environment meets security, resilience, and performance requirements (technical and functional)

9. To ensure the data protection of all corporate devices (MDM Intune) and the access security required to support this.

10. To adhere to Trust IT change management and other relevant governance processes

11. Being able to influence key stakeholders and put forward compelling rationale to support architectural or technical decisions

12. To advise as required on infrastructure solution design for endpoint management and central services in relation to EPOS solution delivery

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

Strategy. Lead the development of and oversee the implementation of strategies for community engagement.

Leadership and advocacy. Provide visible leadership and advocacy for the value of community engagement within the Trust, working collaboratively with colleagues, and represent the function externally with funders and stakeholders.

Management and support. Coordinate and maintain oversight of all community engagement activities across the Trust, ensuring projects and activities are delivered in line with strategic priorities and meet best practice for access, inclusion and evaluation of outcomes and impacts.

Organisational capacity. Maintain and develop organisational capacity for community engagement through training and development of colleagues, building communities of practice, producing resources, and addressing organisational blockers to the delivery of high-quality activities.

Evaluation. Develop and implement processes for the effective evaluation of community engagement activities, ensuring these systems are aligned with KPI reporting on the NTS Corporate Strategy, and provide management information to drive performance improvements.

Partnerships. Develop strategic partnerships with peer organisations, governmental agencies, universities and the third sector to access funding opportunities and deliver innovative activity in community engagement.

Major projects. Support the development and delivery of major projects by developing plans for community engagement that align with project objectives and realise local opportunities. Lead and support Community Engagement Programmes for the Mackintosh Illuminated and Fyvie Masterplan projects.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

Act as a key point of contact for donors and prospects, particularly those giving at £5-10K, developing strong relationships with our existing portfolio, such as the Patrons’ Club.

Assist the Major Gifts Manager in the development of stewardship and cultivation strategies, including events, for Major Donors and Patrons’ Club Members.

Lead on the implementation of stewardship and cultivation strategies, as well as their review and development for those giving at £5-10K level.

Working closely with the Major Gifts Manager, assist in devising the Major Gifts events programme across all levels of major donor income, including cultivation. Work closely with the Events Executive to plan and deliver bespoke cultivation and engagement events to a high standard.

Work closely with the Major Gifts Manager and Prospect and Pipeline Researcher to identify prospects and solicit major gifts in the region of £5K and above.

Attend networking events to establish new contacts and proactively initiate and maximise your own networking and donor cultivation opportunities.

Take the lead in creating and developing stewardship plans for a portfolio of mid-level donors around £5-10K, while ensuring that plans align with the stewardship strategy for higher level donors including the Patrons’ Club. You will work with the Major Gifts Manager to ensure a joined-up approach of the stewardship plan across all levels of giving within Major Gifts.

Work with the Major Gifts Manager to review and develop the communications plan as part of the stewardship strategy. Take a proactive approach to its implementation, managing timelines for communications, liaising with teams across the trust and writing copy.

Ensure the correct and accurate maintenance of prospect records. You will oversee the Fundraising Officer in completion of all administrative tasks as required to support the operational effectiveness of the Major Gifts programme, including the Patrons’ Club.

Assist with writing proposals for solicitation of Major Gifts of all levels.

Develop positive and productive working relationships with fundraisers, senior leadership and other relevant internal stakeholders.

Maintain and enhance personal knowledge, skills and networks by playing an active role in professional bodies, increasing the Trust’s influence across the sector.

Take a flexible approach, with a willingness to work non-traditional hours and be available to travel nationally, and on occasion internationally.

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