Admin, Finance & IT

The Head of Finance and Planning is responsible for ensuring V&A Dundee financial model and process are underpinned by robust and effective systems, reporting, performance management and planning to support the financial sustainability of the organisation. This is a key role in the organisation working with, and coordinating financial planning, reporting & analysis across all teams, Board, partners and funders as well as working with the Chief Operating Officer on the financial strategy, the role leads on financial controls, financial management, and all financial planning and forecasting.

Role Profile:
The Head of Finance and Planning is responsible for maintaining robust controls, efficient financial processing, accurate financial reporting, proactive cash management, insightful financial analysis and strong management of tax liabilities and assets. The Head of Finance and Planning will lead on the annual cycle of planning, budgeting and forecasting and will support the directors by monitoring and reporting progress against the museum’s business plan and provide strategic advice as required. This role leads the Finance, Resourcing & People team at V&A Dundee.

Duties and Responsibilities

Provide leadership to the Finance, Resource & Planning team to build a financial strategy that is coordinated across the organisation.

Create and embed robust financial controls.

Seek ways to ensure continual improvement in the service delivery.

Develop a coordinated approach to finance, planning and resourcing to support the aims, priorities & activities of V&A Dundee.

As part of a mutually supportive team, advise on optimum strategies to deliver the museum’s ambitions.

Maintain the financial management of the museum’s resource and capital budgets.
Support the COO in helping to deliver the business plan and financial strategy which supports the future ambition of the museum.

Oversee the cycle of annual planning and budgeting and reforecasting.

Deliver reliable management accounts and KPIs to management and Board – seek to refine and improve these as necessary.

Ensure that a robust system of controls and procedures are in place to allow the accurate and timely reporting of information.

Assist with the development and implementation of key financial controls that permit the executive team and Board to make the strategic financial decisions required to operate the business.

Ensure compliance with internal and statutory financial and accounting policies and procedures.

Assist with development and implementation of policies and procedures to ensure that financial information is secure and stored in compliance with current legislation.

Oversee with our legal and tax advisors the statutory filing of documents and tax returns, so that we are compliant, and deadlines are met.

Review the financial implications of all significant contracts in conjunction with the museum’s legal advisors.

Ensure that project management principles are understood and utilised across the museum.

Oversee FRP departmental risk management and reporting.

Produce accounts and financial reports that permit timely and effective financial management.

Review financial results to include variance reporting.

Manage cash flow and provide regular management information to the company’s bankers.

Prepare statutory accounts and produce supporting information for the annual audit including liaison with the Audit Committee and external auditors as necessary.
Remuneration Committee – support the organizing and delivery of meetings with the COO.

Plan cycle of Finance & Risk Committees and other relevant committees.

Plan budget, reporting and resourcing cycles including establishing Annual reports as part of 5 year business planning cycle.

Prepare the budget and projections in consultation with the executive team for presentation to Finance & Risk Committee and Board.

Prepare the reforecast, with support of budget holders, of the current year outturn.
Assist with the preparation of budgets and other information for funding applications.

Effectively manage and develop the FRP team.

Build the FRP reach by providing training, workshops and user-friendly documentation to staff.

Build effective relationships across the museum.

Network with peers, partners and wider cultural and charitable sector.

Adhere to museum’s Health & Safety Policy.

Demonstrate the museum’s core values in all that you do.

Other ad hoc duties as may be reasonably expected in a senior role.

Developing the reporting and sharing of information to improve the operation of the V&A Dundee, including holiday, TOIL, absence and training information.

Assist with development and implementation of policies and procedures to ensure that personnel information is secure and stored in compliance with current legislation.

Oversee the HR Advisor to ensure that employees are paid in a timely and accurate manner.

Monitor the submission of monthly returns to pension providers ensuring payments are made in a timely manner.

Deadline for applications: no later than 23:59, 20 April 2023. Interviews will be held on 2nd May 2023.

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 Admissions and Sales Coordinator will manage booking and visit enquiries, ensuring a commercial focus, exceptional customer experience; and a streamlined and consistent approach to group ticketing, travel trade and third party ticketing fulfilment.

The Admissions and Sales Coordinator will also be responsible for other administrative functions in the Brand Home team – including but not limited to: hosting site visits for clients, taking responsibility for ensuring up to date content on 3rd party/partner sites such as Google and Trip Advisor, and financial reconciliation of booking transactions.

A high degree of flexibility, prioritisation and attention to detail will be key to this role; alongside an exceptional knowledge of our systems, processes and products.

This position is initially offered on a 12month, fixed-term basis – with a possibility to be made permanent. Full-time, part-time and flexible working will all be considered.

Please email a copy of your CV and a covering letter to jen@holyrooddistillery.co.uk.

We’re looking for a ‘Fundraising Officer – Partnerships and Projects’ who shares our passion for inspiring people to find out more about Scotland’s marine environment. We need your help to build support for our wide range of activities that help people to care for and enjoy these special places.

About us

The Scottish Seabird Centre is a national conservation and education charity. Our purpose is to Inspire and educate people about the Scottish marine environment in ways which motivate them to care for it and to participate in conservation activities. Based in North Berwick, East Lothian we overlook the marine environment of the Firth of Forth and its internationally important breeding seabird colonies. We welcome over 160,000 visitors each year to our Centre.

You would be joining us at an exciting time as we develop a wider range of conservation, education and engagement activities that are delivered at the Centre and through our marine outreach and digital programmes. These activities are geared to contribute to cross-society efforts to improve ocean literacy and to tackle the twin nature and climate crises in ways that help Scotland’s seas to recover.

We have four key pillars to our work:
• Conservation we develop, practically undertake, and promote models of conservation best practice and citizen science.
• Education we deliver education programmes, science resources and events and use innovative ways to provide information on the marine environment.
• Communities we work in partnership with diverse communities including enhancing the experience for visitors to North Berwick.
• Experience we offer a 5-star, year-round visitor experience that helps people to make informed choices about the management of the marine environment.

Our charitable work is supported by our not-for-profit Trading Company Scottish Seabird Centre Limited and our 5-star visitor attraction which provides a valuable resource for members and visitors.

Role profile

The Fundraising Officer will work collaboratively with members of the senior management team, and activity leads, to identify and progress opportunities to secure support (~£520k annual target) for our core activities and projects. The primary focus of the role is on project and partnership funding (e.g. charitable foundations, trusts, statutory and lottery), although support for digital fundraising campaigns and legacy are also responsibilities for this role.

Principal duties

1. Create compelling pitches that make a strong case to support our activities which are designed to inspire people to get more involved in caring for Scotland’s marine environment.
2. Undertake ‘horizon scanning’ to identify funding opportunities, across different sectors, and develop a multi-year funding pipeline.
3. Support, with activity leads, the co-creation of impactful projects with key partners and lead and/or contribute to the preparation of joint funding bids with them.
4. Work with our Finance and Business Support Team to produce accurate project budgets, financial forecasts, and a risk assessment of our funding pipeline against in year targets.
5. Establish and maintain good relationships with funders, providing them with timely and informative progress reports that meet their specified requirements.
6. Support the development of our approach to measuring and evaluating the impact of our activities, including leading the preparation of our 6-monthly impact report and case studies.
7. Develop your networks and identify and support key engagement opportunities, including supporting events (volunteer led, membership and stakeholder) led by the Charity.
8. Identify opportunities for, and create project stories and resources, for targeted digital fundraising campaigns and for our website and digital channels.
9. Develop opportunities to promote in memorium gifts and legacy pledge support and, with our marketing team, help promote these.
10. Be familiar with fundraising management systems (ours is Raiser’s Edge NXT) and maintain our data and use it to provide information and management reports.
11. Comply with all Scottish Seabird Centre policies and practices for a safe and healthy working environment and fundraising regulation and data protection (GDPR) practices.
12. Seek opportunities to undertake professional development so that you are well-versed on best practice in the industry.

Essential skills and experience

• A passion for, caring for Scotland’s nature and engaging people and communities in this.
• An ability to create an impactful pitch for support and with an eye for the detail at the project bid writing stage.
• Effective networker and communicator, in both written and verbal forms.
• Flexible and resilient, able to collaborate and contribute to the overall team effort.
• Experience of managing relationships with funders and/or key stakeholders.
• Numerically literate with an ability to prepare and present accurate budgets.
• Good organisational and administrative skills with an ability to manage and prioritise workload to meet deadlines.
• Competent IT skills with strong working knowledge of MS Office programmes and confidence navigating and adapting to new/different online systems.

Desirable skills and experience
• Experience working in fundraising and/or non-profit contract administration, including the preparation of funding applications and complex bids.
• Working knowledge of CRM systems/ experience of working with fundraising databases.

Our values

Our values underpin everything we do. We take pride in bringing these to life in all that we do. We are:
• PASSIONATE about Scotland’s coastal and marine environment.
• INSPIRE others to explore and care for Scotland’s coastal and marine environment.
• INNOVATE with the approaches we use to engage with people.
• COLLABORATE with local and national partners to convey the importance of Scotland’s marine environment.
• INFORMED about the current health of Scotland’s marine wildlife and habitats and the actions required to protect it.
• TRUSTWORTHY providing reliable information and acting with integrity and without bias.

Performance

Will be measured against clearly defined measurable and challenging goals.

Benefits

• Working for a successful conservation and education charity in a stunning location.
• Pension available.
• Training and development opportunities.
• 20% discount in the charity’s Gift Shop and Seabird Café.
• 10% discount on the Scottish Seabird Centre boat trips.
• Free entry to the Discovery Experience, for you and family members (restrictions on numbers apply).
• Free access to a range of Scottish visitor attractions with an Association of Scottish Visitor Attractions card.
• Free access/ special offers for a range of East Lothian attractions with an East Lothian Tourism Attraction Group card.

We are looking for an exceptional Finance Assistant to join our team. This position presents a rare opportunity to join The Royal Yacht Britannia, a leading five-star visitor attraction and exclusive events venue with an outstanding reputation for quality and customer experience, and the team behind our sister ship, Fingal, Scotland’s only luxury floating hotel (Edinburgh’s No.1 hotel on Tripadvisor).

Company benefits include:

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

Finance

The Finance Team, under which this role sits, participates in a wide range of activities, ranging from day-to-day financial processing to playing a role in formulating the organisation’s financial strategy. We provide support to Britannia and Fingal’s managers and staff who are responsible for delivering quality service to our visitors. We are looking for a Finance Assistant to join the friendly team on board.

The Finance Assistant Role

Working as part of a core Finance Team, the role of the Finance Assistant is primarily to take ownership of the daily sales and treasury function of the company, and to assist in the bank reconciliation and all associated tasks. This post will be one of several such posts that report to the Senior Finance Manager. This includes, but is not limited to:

– Processing of daily sales transactions for revenue generating activities including admissions, retail, catering, events, and the hotel, from the point of transaction through to bank posting
– Processing sales for our hospitality and group booking departments as well as providing support to the Senior Finance Manager and Finance Manager in all these areas
– Assist with daily banking of cash and cheques and posting of income
– Post and reconcile income transactions
– Providing efficient and effective credit control. Chasing overdue invoices by telephone and email efficiently and effectively
– Dealing with any queries in respect of sales invoice payments
– Reconciling cash receipts and payments through company bank accounts on a daily basis. Being proactive when investigating reconciliation differences
– Preparation and processing of monthly bank reconciliation on various accounts including reconciling on-line/manual credit card payments
– Providing support on month-end accounts preparation, including by undertaking reconciliations to the trial balance
– Performing any other duties as may be requested from time to time by the Director of Finance & Administration, Senior Finance Manager and Finance Manager
– In addition, the successful candidate will be trained in other aspects of a busy Finance Office including accounts payable, petty cash, expenses, and balance sheet reconciliations

Accountability

The Finance Assistant is accountable to the Senior Finance Manager and Director of Finance and Administration.

Qualifications

– Good level of education with at least GCSE / Standard Grade / National 5 English & Mathematics at Grade 1-3 or equivalent (Essential)
– AAT Part Qualified or equivalent experience (Desirable)

Experience

– Basic understanding of accounting (Essential)
– Minimum of 2 years’ experience at Finance Assistant level (Essential)
– Ability to use IT systems efficiently and effectively (MS Word, Excel) (Essential)
– Experience of using accounting software (we use Access Dimensions) (Essential)
– Ability to work with bespoke IT systems (Essential)
– Excellent understanding of accounting principles (Desirable)
– Relevant work experience in a similar organisation or background (Desirable)

Personal Qualities

The post holder must be enthusiastic, have excellent communication and teamwork skills, and a can-do flexible attitude, both with work colleagues and other key stakeholders. They will also promote and drive a culture of continuous improvement.

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 Finance Assistant to: Jenny.Dall@tryb.co.uk or postal applications to:

Ms Jenny Dall
The Royal Yacht Britannia
Ocean Drive
Leith
Edinburgh
EH6 6JJ

Closing date: 10 March 2023

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.