Admin, Finance & IT

Full-time (part-time will be considered)
Salary £28,437 – £31,170 per annum (Band 6a)
Pay award pending plus generous benefits package
Hybrid / flexible working

About the role

We’re looking for an experienced, motivated, and professional Executive Assistant to provide direct support to our Director-General.

If you have proven experience at Director/Executive level with great organisational skills and a keen eye for detail, then we’d like to hear from you.

In this role you will have a considerable amount of autonomy due to the demands of the Director-General’s schedule which will require a high level of interpersonal skills, tact and diplomacy whilst making decisions on priorities and solving problems.

The difference you’ll make

As the first point of contact for callers you will require to be well informed, helpful, and efficient. The ability to work to tight deadlines, flexibility and professionalism are essential along with being skilled at communicating with a wide variety of national and international contacts.

Reporting to the Director-General you will also work closely with the Directorate team and your responsibilities will include:

· Managing the Director-General’s inbox ensuring all emails are actioned in a timely manner.

· Diary management – scheduling and attending meetings, minute taking and providing support where necessary.

· Organising and providing the necessary information for the Director-General in advance of meetings.

· Organising high-level events, hospitality and meetings including greeting guests and arranging Gallery tours for VIPs and dignitaries.

· Assisting with report and presentation production including collating data for quarterly KPI performance reports.

· Managing travel – national and international and arranging any necessary visas.

· Administering financial activities – purchase orders, expenses, etc.

· Facilitating good communications with colleagues and the leadership team as well as external contacts including key supporters, other museums and galleries and partners.

· Creating and monitoring intranet content using SharePoint.

· Dealing with senior personnel in partner organisations, Scottish Government, Scottish Parliament, as well as with their secretarial and support staff by telephone, e-mail, letter and in person.

· Dealing with requests from the Scottish Government and collating information from internal colleagues and replying within strict deadlines.

· Administrative support to several committees including the Leadership Team Public Programme committee, liaison meetings with the Scottish Government and Royal Scottish Academy. Schedule annual cycle of meetings, prepare agendas, papers and take minutes.

· Supporting other senior Directors as required.

Who we’re looking for

In answering our quick questions tell us more about you, how you meet the requirements, and what you will bring to the role. This will be your opportunity to stand out as well as tell us what you are looking for from us. To succeed in this role, you’ll need the following range of knowledge, skills, and experience:

· Proven extensive PA/Executive Assistant experience at director level.

· Strong administration and organisational skills, including effective prioritising of work with the ability to meet deadlines.

· Outstanding communication skills and excellent telephone manner with the ability to work with wide range of people including an understanding for the need for discretion and confidentiality.

· Tact and diplomacy along with a reasonable knowledge of social protocol with a helpful manner and flexible in approach.

· Good literacy skills with ability to draft letters, take minutes, contribute to reports and briefing papers and to proofread, with meticulous attention to detail and accuracy.

· Excellent IT skills – MS Office and in particular Teams, Zoom, Adobe Sign.

· Ability to plan ahead, identifying and raising potential issues in advance.

· Ability to work on own initiative and make appropriate decisions/problem-solve in the Director-General’s absence.

· Understanding of procedural frameworks.

· Ability to work as part of small flexible team and to provide support to colleagues across the galleries, with a willingness to go that extra mile.

It would help if you have:

· Experience of working in close support of senior management.

· Speedwriting and/or Shorthand.

· Understanding of museums and galleries and an interest in art.

· Knowledge and experience of dealing with Freedom of Information requests and complaints.

· Knowledge of Gaelic and/or other European languages.

What’s on offer for you

Our colleagues will tell you great things about working here. We aim to ensure the National Galleries of Scotland is a great place to work, where our people thrive in a culture where we are trusted, empowered, and engaged to achieve our true potential. We want to tell you what we can offer you. We offer a range of benefits to promote healthy working lifestyles for all our colleagues.

Who we are
We’re a forward-looking People Department that supports our organisation’s Strategy through support for our employees (800) and volunteers (2300) – whether as individuals or as managers. Our organization can seem complex since its workforce is deployed all across mainland and island Scotland, in all sorts of workplaces (from cottages to castles, mansions to mountains, gardens to great estates, cafes, shops, offices – and everything in between), but our work aims to be fair and consistent no matter where and who our people are. We strive to make people processes simple and accessible so that our people can just “get on with the job”, but robust enough to give meaningful management information to help with strategic and tactical development and decision-making. Although the team is dispersed across the country, we enjoy connecting with each other for our work and for social activity: we take our work very seriously, but we like to have fun too.
What this job is about
This job directly supports the People Director by providing daily, administrative support and ensures the People Department’s compliance with Trust-wide business requirements (e.g. finance, data protection, risk management, reporting, audit). It collates, analyses, reviews, and reports on functional data, and people data from across the Trust, to ensure that the Department’s work and impact is tracked against the Corporate Strategy and the Department’s own People Strategy and workplans. This job acts as a department “secretariat”, making arrangements and bringing together the Department’s teams for cross-functional (and inter-departmental) initiatives and activities, and carrying out general administrative duties as required.
What we want you to be responsible for
• Understanding the Trust’s corporate requirements and standards, ensuring the People Department has the correct governance mechanisms in place to fulfil these, and report on these as required. Typical areas are, for example:
o Finance procedures, monitoring and reporting
o Data Protection (as the Department’s “data champion”)
o Risk management
o Cyclical formal papers and reports to Board and Executive Committee (“ExCo”)
o External and internal audit.
• Ensuring that any governance and compliance issues are documented, escalated to the People Director, and tracked to conclusion.
• Collating People Department objectives and activities into a Workplan; monitoring progress against that Workplan; reporting progress, and liaising with senior Department colleagues on remedial actions or changes they need to make.
• Documenting key People work-processes, analysing their effectiveness, and supporting team-Leads with their continuous improvement.
• Supporting the People Director by dealing timeously with paper and email correspondence, telephone enquiries, organisation of meetings, events, lunches, travel, accommodation, diary management, taking/distributing meeting notes or actions, collating data etc. and the coordination and provision of support documents (e.g. files, reports, minutes, meeting papers).
• Maintain the People Team’s calendar (schedule meetings, interviews, HR events, etc.)
• Supporting the wider Department with (for example, but not limited to):
o Financial transactions
o Collaborative team events
o On-boarding, induction, and training of new (Department) colleagues
o General administration.

How we would like you to achieve this:
• We want you to work in a way that is wholly consistent with our stated organizational values and our People Strategy (and Corporate Strategy), and to be overt in making links between the HR operations work you do and those values, so that stakeholders can easily recognize how our work is an essential contributor to the work of the Trust.
• We want you to be customer-focused, supporting the team to always keep in mind how their activities impact on our colleagues across the Trust, but without losing the integrity and efficiency of processes.
• We would like you to build particularly close relationship with the Head of People Policy, Operations, & Advice (who is the People Director’s formal deputy) and the Head of Organisational Development, and also the team “Leads” within the Department, so that you can encourage and support cross-functional working.
• We would like you to use your existing professional network and knowledge to keep us abreast of current thinking in the business and HR fields and build an internal network of other business-focussed colleagues in Trust departments to help foster mutual understanding and collaboration as “One Trust”.
• We like to be kept informed so it is important to us that you keep good records relating to your activities, and be able to use this swiftly to produce meaningful management information that can inform our decision-making. You need to be entirely comfortable and confident with creating and delivering engaging reports, presentations, and activities for different internal audiences (from front-line staff to director/CEO/board level, as well as for external stakeholders).
• You’ll be a daily user of (in particular) the Trust’s finance and people systems, and of Microsoft products (including Sharepoint for collaborative file sharing).
Who you would be working with
• You would be working within the People Department, reporting to the People Director.
• The People Director, Head of People, Policy, Operations & Advice, and Head of Organisational Development (HoOD) collectively form the People Leadership Team (PLT) where strategic and tactical decisions about the direction and operation of the People Department are made. You will be invited regularly to input to their discussions.
• Your role, the Lead Consultants for People Operations & Policy (“POP”), People Enquiries & Advice (“PEA”), and People Organisational Development (“POD”), along with the Consultant for Workforce Equality Diversity & Inclusion (WEDI), form a work group with specific responsibilities for cross-department working.
• You will work particularly closely with other functions across the organisation:
o Legal & Governance
o Finance
o Data Protection
o IT
o PA to the Chief Exectuvie
• Please see the summary organization charts at the end of this document.

The qualifications, experience, and skills you need to have to do this job
Essential
• Significant experience as a business executive or executive assistant, with a particular focus on governance and compliance, data collation/analysis/reporting in an HR environment
• In-depth knowledge of human resources operations and best practices.
• Significant experience of working in a multi-team department, and/or across an organisation with multiple departments and locations
• Excellent communication and interpersonal skills – able to interact with wide range of people tactfully and diplomatically, including those with a high public profile – therefore a confident user of the English language (written and spoken)
• Highly organised with excellent data-handling and administrative skills. Hands on experience in using MS Office, databases and HRIS systems.
• The ability to maintain absolute confidentiality.
Desirable
• A recognised entry-level qualification in People (“HR” or Volunteering/Payroll) such as a Certificate in Personnel Practice or Business Administration or similar.
• An empathy for the work of the National Trust for Scotland.
• A current driving licence valid for driving in the UK.

Just so you know…
• The Trust has a set of Values we ask you to work within, and these apply to everybody in the Trust irrespective of their role or job. You can find out more here: https://www.nts.org.uk/our-work/our-manifesto-and-values.
• This means we want you to have:
o The ability and willingness to understand others’ perspectives and to consider the impact of your actions on them and to adapt your actions as necessary;
o The ability and willingness to learn and try new things, to be flexible and step outside of your comfort zone;
o An open and honest way of communicating, ready to ask others for their ideas and to be open to hear and consider different points of view;
o A pro-active approach to taking initiative and to driving forward ideas and projects designed to improve daily operations and deliver an exceptional visitor experience.

Organisational structure summary charts

Summary organisation-wide chart

Summary People Department chart (this role in red outline)

The contents of this document 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.

An exciting opportunity has arisen for an Events and Tours Administrative Assistant to join our Events and Non-Matchday Sales team on a temporary basis to cover a period of maternity. Reporting to the Meeting and Events Sales Manager, this role will provide administrative support to the Meeting & Events, Catering and Tours departments, ensuring a consistent, high quality service is provided at all times.

KEY ACCOUNTABILITIES
First point of contact for all customer enquiries for Celtic Park Events
Fully process events, tour and restaurant booking enquiries
Assist in the sales and reporting for seasonal special events and restaurant
Daily reporting including PDQ checks, booking reports and updates
Identifying areas of potential revenue increase through upselling
Liaising with internal clients for pre booked meeting and events
Mail merge and sales calls to drive revenue for Celtic Park Events
Operational admin including tours, restaurant, function menus, table numbers and signage
Annual leave cover where required for other team members
Additional administrative and promotional requirements for the department as required

SKILLS AND EXPERIENCE
Excellent customer service skills
Experience in a hospitality or tourism background
Ability to manage own workload and multi-task as required
Confident, friendly and approachable manner
Strong telephony skills
Extremely competent in the use of Microsoft Office specifically Word, Excel and Outlook
Ability to work under pressure in a fast paced sales environment

In addition, the successful candidate will be able to demonstrate strengths in the below competencies:

Flexibility
Collaboration
Relationship management
Planning & Organising
Personal Accountability
Team working

ADDITIONAL REQUIREMENTS

A flexible approach to working hours will be essential.

JOB PURPOSE

You will be responsible for the providing administration support to three properties within the Aberdeenshire North area, including Fyvie Castle, Haddo House & Castle Fraser. You will ensure all general administration is undertaken diligently, efficiently and carried out within the Trust’s procedures and policies.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

Ensure all general administrative tasks are undertaken efficiently, effectively and timeously, including (but not limited to):
• Property correspondence (mail, email and telephone);
• Filing and record-keeping;
• Diary Management;
• Processing membership applications for the sites;
• Meetings support (agendas, minutes, support documentation);
• Cashier duties (reconciliation and recording);
• Data entry of takings, statistics – weekly, monthly and ad hoc;
• Purchase ordering – as required;
• Invoicing

You must be flexible to meet the needs of the property, this will include weekend working.

Department specific – visitor services

• Embody the Trust’s values;
• Provide excellent customer service and care to all staff, visitors and volunteers.

QUALIFICATIONS, SKILLS, EXPERIENCE & KNOWLEDGE

Qualifications

Essential
• Qualification in business administration – HND or Diploma – or relevant experience.

Experience
Essential
 Cash handling experience
 Ability and competence to intermediate level in MS packages – Word, Excel, Outlook and Powerpoint.
 Possess excellent communication skills (written and oral);
 Must be diligent and accurate with excellent eye for detail;
 Excellent customer care skills
 Well-developed time management and organisation skills – ability to prioritise workload.
 Current driving license

Desirable
 Previous experience providing administrative support to a number of different departments highly desirable.

DIMENSIONS AND SCOPE OF JOB

Scale
• Three large heritage visitor attractions that run both tours of the sites, but also hospitality events, catering and retail outlets.

People Management

• Not a line manager.
• The post-holder will work frequently with the wider property staff and volunteers and regional team.

Finance Management

 No budget responsibility.
• Access to PC and relevant IT systems, i.e. standard NTS management systems including Intranet, T:Drive, Microsoft Dynamics, EPOS.

The Key Responsibilities, Scope of Job, and Required Qualifications, Skills, Experience & Knowledge 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. Closing Date – Friday 28th April 2023

The Development Assistant is a new post at DCA which will play a key role in delivering our fundraising activity, working closely with the Development Executive.

DCA is a registered charity that relies on support from a range of sources to keep enriching people’s lives through art, culture and creativity. Fundraising activity is crucial to ensure DCA can continue to meet its charitable aims and engage with audiences both locally and nationally.

This role is designed to give the post-holder an introduction to all aspects of arts fundraising. In addition to delivering administrative support to the Development Executive, the post-holder will be supported to manage projects of their own and will be given the opportunity to prepare proposals, applications and reports as the role develops.

The primary responsibilities of the role are database management, research, event support, information gathering and administration.

An exciting role has arisen within RZSS, the Royal Zoological Society for Scotland. We are the conservation charity that owns Edinburgh Zoo and Highland Wildlife Park and have big ambitions to save wildlife and empower people in Scotland and around the world to protect, value and love nature.

The role

Undertake designated specialist IT activities across multiple locations, to provide an effective IT service to colleagues, in accordance with agreed service standards, under appropriate guidance and direction, in support of RZSS’ vision and mission. Assist the Head of IT, and other IT staff, as needed in providing a professional service to all employees.

This is a full time, permanent position where the working hours are 37.5 hours per week and weekend and evening working may be required.

Some of the things you’ll do:

Acts as the primary escalation point for issues escalated from level 1 IT support across the whole Society, demonstrating first-class customer care and service. May, very occasionally, be the only IT resource for the Society (e.g. during sickness, holiday, work commitments elsewhere in the IT team).
Troubleshoots and resolves level 2 IT issues in a timely and efficient manner, updating ITSM systems as appropriate and keeping the end user informed.
Where necessary, escalates issues to level 3 staff and/or 3rd party suppliers as appropriate, keeping internal colleagues and end users updated on progress. Monitors escalated tasks through to completion.
Undertakes 2nd line technical support of the Society’s IT hardware estate (servers, storage, networking, IP-CCTV, desktops, laptops, printers, peripherals, VoIP/PBX telephone).
Undertakes 2nd line technical support of the Society’s networking and communications infrastructure (Internet, WAN, LAN, VLAN, Wi-Fi etc).
Undertakes 2nd line technical support for both the Society’s standard IT software provision (Windows, Mac, Office365 etc) and its line of Business specialist systems.
What we’re looking for:

Microsoft Certified Solutions Associate or equivalent
An awareness of current trends and issues in IT, data protection and information compliance
Promotes an excellent customer service ethos
Ability to communicate technical issues, both verbally and in writing, to a varied user base
Experience in an IT department providing personal support to users with a range of abilities, including the provision of 1st and 2nd line support.
Demonstrable technical experience of Microsoft server stack technologies and architectures

Please see the role profile for further information on what the role involves and essential/desirable criteria.

Please visit our dedicated careers page at: https://www.rzss.org.uk/job-opportunities to apply, submitting your CV and cover letter. In this we ask you to outline:

Why you would like to join RZSS?
Include in your cover letter:
– a brief paragraph telling us more about your 2nd line IT experience and typical duties performed in previous roles.
– a brief paragraph detailing more about your server and infrastructure experience and technologies used.
We offer a range of great benefits which can be found at www.rzss.org.uk/about-rzss/staff-benefits

JOB PURPOSE

The core purpose of the role is to provide support to the Assistant Accountant & Finance Manager whilst gaining a wide exposure to technical issues and in turn, being supported to study towards a recognised accounting qualification. The role will report to the Assistant Accountant in the first instance with mentoring towards an accounting qualification provided by the Finance Manager.

Critical to the success of the role will be to gain an active understanding of monthly processes, key controls, external compliance, and technical requirements; to embed this knowledge through working with the Assistant Accountant & Finance Manager and working as part of the team to achieve tight deadlines without compromising accuracy. The postholder will play a key role, along with the rest of the team, in the delivery of the accuracy of the trial balance to support timely reporting and preparation of the year end accounts.

Reporting to the Assistant Accountant, the postholder is required to support them in delivering programmes of work that meet the Finance Team’s objectives ensuring complete accurate and compliant reporting to tight deadlines.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

• Working with the wider Financial Control team to develop, update and implement strong financial processes and controls.
• Working effectively as part of the team to ensure the delivery of high standards of financial accuracy in a timely manner.
• Developing and maintaining good working relationships with other departments and to ensure the sharing of knowledge collaboration.
• Contributing to additional trust wide projects when required on behalf of the Finance Manager.
• Working towards and achieving the individual objectives set by the Finance Manager.
• Working in accordance with a professional body to ensure that practical experience requirements are understood and being met.
• Development of technical knowledge through self-study and exposure to technical issues as they arise within the Trust.
• Working with the Finance Manager to ensure the accuracy of accounting for the complex VAT arrangements across the Trust.
 
Key areas of responsibility specific to the role:

Monthly Processes

a) Completion of allocated monthly processes, ensuring controls are in place to mitigate risk. This could include but is not limited to membership & donation collection, holiday let income, rent collection process, payroll and expenses journals, gift aid process.
b) Reconciliations between non-finance systems (e.g., CRM & Estateman) and finance system ensuring accuracy and resolution of differences.
c) Working with the wider Financial Control team to review processes and to improve the accuracy of data to support internal and external reporting.
d) Assisting the Finance Manager on a review of VAT treatment across the Trust to ensure consistent compliance with HMRC regulations.

Month end & Reporting

a) Completion of month end tasks in accordance with the month end timetable and supporting finance assistants in the same.
b) Preparing and journalling month end postings with appropriate back up including expenses, accruals, and other costs.
c) Preparing accurate reconciliations with close attention to detail for review by the Assistant Accountant.
d) Working with the Finance Manager on technical accounting issues as they arise to ensure technical compliance with accounting standards and accuracy in all month end postings and processes.
e) Assisting in the overall Balance sheet management, reconciliation, ensuring balances (GL & Sub-Ledger) are accurate, substantiated, and complete with no aged items.

Statutory accounts & Audit

a) Play a key role in supporting the preparation of the statutory accounts under FRS102 and OSCR SORP, working autonomously on assigned areas and submitting to the Finance Manager for review.
b) Support the annual audit cycle, taking on more responsibility as technical knowledge develops over the course of studies.

The current duties of this job do require a criminal records (Disclosure Scotland) check to be carried out.

 
REQUIRED QUALIFICATIONS, SKILLS, EXPERIENCE & KNOWLEDGE

Qualifications
• A strong commitment to undertake study towards a relevant professional accounting qualification (ACCA, CA, or CIMA). Financial support and study leave will be offered towards this study.

Experience
Essential:
• Experience of manipulating large volumes of financial data with confidence.
• Exposure to accounting for VAT in NTS or previous organisations and the willingness to further develop VAT knowledge.
• Must be proficient in use of IT packages, including intermediate level word and excel.

Desirable:
• Will preferably hold an HNC (or equivalent) level qualification in Finance, Business or Accountancy
• MS Dynamics 365 Experience
• Knowledge of FRS102
• Charities/Third Sector Experience

Skills & Knowledge
Essential
• Strong numerical and analytical skills
• Strong communication skills and confidence, demonstrating the ability to serve internal and external customers and the ability to speak with clarity to non-finance staff, adopting a “can do” approach.
• Strong organisational skills, ability to prioritise workload.
• Understanding of the Trust’s conservation work and the ability to marry its primary conservation objectives with financial and commercial initiatives.
• Initiative in resolving or escalating areas or items of concern.
• Ability to work under pressure, managing change and delivering to tight deadlines without compromising accuracy of work.
• Must be self-motivated with a proactive approach to work, ability to take initiative & identify opportunities and to accept challenges and responsibility.

DIMENSIONS AND SCOPE OF JOB
People Management
• No Direct reports
• Reporting to Assistant Accountant but will be mentored for accounting qualification by Finance Manager
• Will directly assist Finance Manager in some technical areas in order to gain experience for study towards accountancy qualification.

Financial Scope
• Not a budget holder.

The Key Responsibilities, Scope of Job, and Required Qualifications, Skills, Experience & Knowledge 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.

To contribute to the smooth running of the Procurement team through the provision of wide and varied administrative support. Acting as the first point of contact for internal and external enquiries, communicating effectively and efficiently to manage enquiries, and following up as required to ensure these are concluded promptly. You will undertake general administrative activities diligently, efficiently and in compliance with the Trust’s policies and procedures with minimal supervision.

A key element of the role will be acting as the interface between the Trust’s properties and utility companies. This includes ensuring that properties submit meter readings promptly, liaising with utility companies over invoicing, working with the Estates team to resolve queries over tenant changes in the Trust’s large rental estate, maintenance of utilities spreadsheets, working with property managers, Finance, suppliers, and any lawyers or debt collection staff working on their behalf.

Procurement is a small busy team within the Trust. Although this is a support role, there will be the opportunity to become involved in a wide range of activities and use your initiative to develop and implement improvements in business processes to a greater extent than might be possible in a larger team.

KEY RESPONSIBILITIES

• You will act as the first point of contact for enquiries to the team including reviewing and distributing electronic mail, managing the Procurement team email inbox, maintaining the team SharePoint site, electronic filing etc.
• You will need to build strong working relationships with business managers and property managers in the regions, national support teams and suppliers to promote effective working, provide advice on procurement processes and foster compliance with Trust procurement policies and processes.
• The Trust currently uses MS Dynamics 365. You will be responsible for:

– managing the supplier onboarding process for MS Dynamics 365 to cover off insurance requirements and ensure accurate supplier details including billing information is held;
– raising purchase orders, receipting these orders and working with Finance to resolve any invoice queries;
– running reports from MS Dynamics 365 to provide management information for Procurement and stakeholders;
– responsible for undertaking periodic Dynamics testing on behalf of Procurement for major upgrades in line with test scripts, identifying any problems, and recommending sign off (or not) as appropriate.

• You will be responsible for the administration of national contracts such as car parking machines, coffee machines etc. to improve processes and resolve invoice queries as required.
• You will be responsible for monitoring the Amazon Business account to provide timely PO approval or feedback to users where you are querying or rejecting orders.
• You will act as general support for Procurement – this may include obtaining requests for pricing from suppliers, expediting orders, collating KPI data, administrative support for tendering etc.

REQUIRED QUALIFICATIONS, SKILLS, EXPERIENCE & KNOWLEDGE

Experience

Essential

• Previous experience in a busy administrative environment.
• Excellent communication skills (written and verbal), and good interpersonal skills with the ability to interact professionally and confidently with a wide range of internal and external stakeholders.
• Excellent organisational skills and the ability to juggle a busy workload.
• Strong problem-solving skills and a degree of tenacity to follow through on achieving solutions.
• Methodical, rigorous approach with an eye for detail and accuracy.
• Highly competent IT user with experience of Microsoft Office packages such as Word, Excel, Powerpoint and Outlook, and confident about learning IT software.
• Team player with the ability to work on own initiative
Desirable

• HND / Diploma in business administration
• MS Dynamics 365 experience

DIMENSIONS AND SCOPE OF JOB

People Management

• No line management responsibility but regular contact with other colleagues across the Trust at all levels and a wide range of suppliers’ staff, also lawyers and debt collection staff acting on behalf of utility companies.

Finance Management

• Not a budget holder but responsible for maintaining accurate financial information for utilities to inform reporting on consumption.
• Will process financial transactions (e.g., purchase ordering) on a regular basis using an IT based finance system complying with all necessary requirements.

Tools / equipment / systems

• Daily use of IT equipment

Hours: Full-Time/Part-Time 3 to 5 days per week
Duration: Permanent
Pay: £25,000 (pro-rata if Part-Time)

Due to growth, we have an opportunity for a superb HR Coordinator to join our happy HR team. You will assist with providing HR support to The Royal Yacht Britannia, a leading five-star visitor attraction, and its sister ship, Fingal, Scotland’s only floating five-star hotel.

Benefits:

Company benefits include:

– 6.6 weeks/33 days pro-rata, annual holiday entitlement
– 10% employer pension contribution (no employee contribution)
– Opportunities to buy/sell annual leave
– Up to one week/5 days pro-rata, long service holiday entitlement
– Hybrid working opportunities
– Performance and loyalty payment scheme
– Free car parking for staff
– Life Assurance
– Employee Assistance Programme
– Complimentary tickets and staff discount (Britannia, Fingal Hotel and other luxury hotels)

The HR Coordinator Role

Reporting to the Senior Human Resources Manager, you will be a key member of a small, but growing, HR team, based upon Britannia.

Duties will involve:

– HR administration and provision of accurate information to Payroll
– Using and updating our HR software, People HR, and supporting its further development
– Recruitment and onboarding
– Absence management
– Pay and benefits
– Coordinating training
– Supporting the implementation of new HR initiatives

Please note that as we are recruiting an additional team member these duties may change slightly as the team settles and we play to each other’s strengths.

Personal Qualities

To excel in this role, you will need: strong team working and communication skills; an eye for detail; good organisational skills, a positive and flexible approach when managing a busy and varied workload. It is also essential that you are passionate about delivering excellence through the development of our people and have a very good sense of humour.

Experience

– Confident administrator, ideally within an HR team
– Proficiency in Microsoft Office
– Customer service background advantageous

Qualifications

Excellent spoken and written English and arithmetic

How to Apply:

Please send your CV and a covering letter outlining why you feel you would be suitable for the role of HR Coordinator to: Jane.Marr@tryb.co.uk.

Closing date: 10 April 2023

No agencies please.

Hours: Full Time/Part Time 3 to 5 days per week
Duration: Permanent
Pay: £30,080 FTE

Due to demand, we have a rare opportunity for an exceptional HR Advisor to join our happy and growing HR team. You will help provide HR support to The Royal Yacht Britannia, a leading five-star visitor attraction, and its sister ship, Fingal, Scotland’s only floating five-star hotel.

Benefits:

Company benefits include:

• 6.6 weeks/33 days pro-rata, annual holiday entitlement
• 10% employer pension contribution (no employee contribution)
• Opportunities to buy/sell annual leave
• Up to one week/5 days pro-rata, long service holiday entitlement
• Hybrid working opportunities
• Performance and loyalty payment scheme
• Free car parking for staff
• Life Assurance
• Employee Assistance Programme
• Complimentary tickets and staff discount (Britannia, Fingal Hotel and other luxury
hotels)

The Human Resources (HR) Advisor Role

Reporting to the Senior Human Resources Manager, you will be a key member of a small, but growing, HR team, which is based upon Britannia.

This is a true HR generalist role and so you may be involved in:

• Using and updating our HR software, People HR, and supporting its further
development
• HR administration and provision of accurate information to Payroll
• Support in the mentoring of the HR Coordinator
• Recruitment and onboarding
• People management advice
• Absence management
• Pay and benefits
• Project work
• Supporting the implementation of new HR initiatives

Please note that as we are recruiting an additional team member these duties may change slightly as the team settles and we play to each other’s strengths.

Personal Qualities

To excel in this role, you will need: strong team working and communication skills; an eye for detail; good organisational skills, a positive and flexible approach when managing a busy and varied workload. It is also essential that you are passionate about delivering excellence through the development of our people and have a very good sense of humour.

Essential Experience

• Previous experience of working with an HR software system
• Experience of working in an HR role
• Ability to use IT systems, including Microsoft Office, efficiently and effectively

Qualifications

• HR Certification through CIPD (preferred)

If you feel you have the personality, skills and experience we are looking for, then we would love to hear from you.

How to Apply:
Please send your CV and a covering letter outlining why you feel you would be suitable for the role of HR Advisor to: Jane.Marr@tryb.co.uk.

Closing date: 10 April 2023
No agencies please.

***No Agency Contact***

We are currently on the lookout for a talented HR Services Coordinator to join our small-scale HR Services team based in West Lothian (hybrid working will be available). This really is a super exciting opportunity, providing a little taste of experience in just about a bit of everything! If you are that special person who already has a keen interest specifically in HR administration, HR systems/processes, analysis, and recruitment, then this might just be your perfect role!

For more details including the full job profile, please visit our Ian Macleod Distillers LinkedIn page (https://www.linkedin.com/posts/ian-macleod-distillers-ltd_hr-services-coordinator-activity-7044770215070437376-FUS-/?utm_source=share&utm_medium=member_ios).

To apply for this opportunity, please email hrcoordinator.recruitment@ianmacleod.com including a copy of your CV.

This role is suitable only for candidates who can demonstrate that they currently hold appropriate and unrestricted eligibility to live and work in the U.K. Where a candidate requires a visa to continue to work in the U.K., they must provide full details of any eligibility to work requirements (including visa type and visa dates), as part of the registration/application process.

Please note, this is an open application window therefore we may close the advert at any point depending on the candidate applications received, so our recommendation is that you apply early to ensure you do not miss out!

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Proudly supporting the #OpenToWork movement.

Ian Macleod Distillers (IMD) are proud members of the Scotch Whisky Association, Drink Aware and the Portman Group. In our individual IMD way, we endeavour to follow best practice to help shape our commitment to wider social responsibility and industry standards. We are advocates of promoting responsible selling and consumption of alcohol.