Receptionist/General Team Support (including office admin, visitor services and accounts support)
Hopetoun House is one of Scotland’s finest Stately Homes and is managed by the Hopetoun House Preservation Trust. The Trust’s purpose is the preservation and conservation of the House, its contents and immediate grounds together with facilitating public access and making educational use of Hopetoun. Hopetoun currently welcomes around 50,000 visitors per year and is graded as a 5 Star attraction by Visit Scotland
To support its charitable objectives there are three main elements to the business of the Trust:
Visitor Attraction and Education, being open to the public from Easter to September
Corporate Events & Weddings, including gala dinners, conferences & filming
Public Events, including fireworks night, lighting trail, Xmas Shopping fair and concerts
Position: Receptionist/General Team Support (including office admin, visitor services & accounts support)
Status: Full Time – 5 days per week (Mon to Fri) 9am to 5pm (with very occasional weekend/out-of-hours work)
Salary: £18,000 to £19,500 p.a. depending on experience. We offer 29 days paid holidays (including Bank Holidays), plus a discretionary 3 additional days at Christmas and various company benefits including pension contributions.
Place of work
Based at Hopetoun House, South Queensferry. Please note that there is no public transport near Hopetoun, so your own transport is essential.
The primary role is being the first point of contact for Hopetoun by phone, email and on site, supporting all sectors of Hopetoun, but more focused on supporting the Visitor Services & Accounts Teams. Other duties include, office administration, bookkeeping and some P.A. support to the Finance Officer and General Manager. Working as part of a small team the successful candidate must be customer focused, enthusiastic, adaptable and above all a strong ambassador for Hopetoun.
This role has 4 core areas as follows:
As the first point of contact for telephone enquiries to Hopetoun you must be confident in dealing with a wide range of calls. Typically, phone calls from the public with questions about visiting Hopetoun House and grounds, also sales enquiries for weddings and corporate events (to be passed on to the Event Team). An excellent phone manner is essential. Likewise, general enquires are received by email and must be replied to promptly and precisely. The job holder will also meet and greet visitors on site in the reception area. All modes of communication require you to be polite, friendly, efficient and professional.
Admin duties will include, placing orders (e.g. stationery, workwear, equipment and supplies), making bookings for courses and services, managing incoming and outgoing post, taking minutes at weekly staff meetings, photocopying, laminating, filing, general correspondence with staff, volunteers, season ticket holders, tenants etc. and some P.A. duties.
The job holder will work with the Head Guide and The Tearoom in the arrangement/booking of group visits to Hopetoun House. They will also work closely with the ticketing team ensuring that they are kept up to date with relevant information. They will be trained to use VenPos (our ticketing software) so that they can check/amend bookings, run reports and cover lunch breaks in the ticket office. Occasional public event support, e.g. selling/checking tickets at the Christmas Shopping Fair.
A good working knowledge of Excel is essential and experience in using Sage 50 will be a distinct advantage. Accounts support to the Finance Officer will include, input of purchase invoices, issuing sales invoices, input of income and expenditure from bank to Sage, petty cash payments, month end supplier payments, bank reconciliations etc.
The above is not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the organisation and the overall business objectives of the organisation.
Key Skills and requirements
Detailed working knowledge of Excel, Word and Outlook
Working knowledge of bookkeeping/accounts (Sage 50 an advantage)
Experience in a similar role
Manage time and differing workloads effectively
Demonstrate initiative and attention to detail
Ability to work independently as well as part of a team
Demonstrate excellent communication skills internally and externally
An interest in heritage/visitor attractions would be an advantage although not essential
To apply please send a letter of application, telling us a bit about yourself, why you’d like this job and why you’re suitable, please also attach your CV. Send to: firstname.lastname@example.org
Please note that we are unable to acknowledge all applications, only those selected for interview will be contacted. If you have not been contacted within four weeks, you have not been selected for interview. Only those with a right to work in the UK will be considered.
Direct applicants only. No Recruitment Agencies Please.
The Hopetoun House Preservation Trust (Scottish Charity Number SC009760), Hopetoun House, South Queensferry, EH30 9SL