Admin, Finance & IT

Permanent post in Edinburgh, working on a hybrid basis of home and office

RBGE are one of the world’s leading scientific botanic gardens, holding knowledge gained over centuries that the world needs today. All known life depends on plants and fungi, and it is our mission to explore, conserve and explain the world of plants for a better future. Our four Scottish gardens – Benmore, Dawyck, Logan and ‘The Botanics’ in Edinburgh – attract over a million visitors every year. Together, these gardens comprise one of the richest plant collections on earth.

We now have an exciting opportunity for an experienced HR professional to join our small dynamic People & Organisational Development team as we look to develop and deliver a new People strategy for the organisation. This is a generalist role involving a wide variety of people-related activities, from advising our line managers and staff on a host of different areas, to managing recruitment, policy development, and learning and development. On top of that part of the role involves the overall co-ordination of our volunteer programme and management of our administrative team.

Applicants will need to have past experience of generalist HR roles, and as you’ll be helping to deliver OD initiatives across the organisation, a background in OD and successful implementation of change initiatives would be helpful. A keen influencer, you’ll be an excellent communicator, able to develop and maintain relationships successfully at a variety of levels within an organisation, and comfortable working autonomously as part of a small team. This will be a busy role, and you’ll be someone who thrives on managing a host of competing activities, able to ride the challenge of priorities changing at short notice in the face of business needs.

A full job description and person specification outlining the essential and desirable criteria for this post can be found on our website.

Interested applicants should send a CV and covering letter outlining the skills and experience you could bring to the post, along with a completed equal opportunities questionnaire from our website to recruitment@rbge.org.uk by 1700 GMT on Monday 5th September 2022.

Although we see this as a full-time post, we would also welcome applications for individuals looking to work on a part-time basis. If this applies to you, please specify the part-time hours you would be looking to undertake.

If you have not heard from us within 2 weeks of the closing date, please assume that your application has not been shortlisted.

No recruitment agencies please.

The Royal Botanic Garden Edinburgh is committed to providing a fair and equitable working environment and supporting a diverse and inclusive workforce. We encourage applicants from all backgrounds to these posts. We have a range of initiatives to promote diversity and inclusivity, including flexible working for staff with, for example, parenting and carer responsibilities, and proactive celebration of diversity among our staff, students and volunteers. RBGE holds an Athena SWAN Research Institute Bronze Award in acknowledgement of our commitment to the advancement of gender equality.

NATIONAL GALLERIES OF SCOTLAND
HUMAN RESOURCES DEPARTMENT

HR Assistant (Band 7)
Full-Time, Perm
Salary £21,379 – £23,553 per annum
Hybrid working

THE ROLE
An exciting opportunity has arisen for a motivated and people-oriented HR Assistant to be part of the HR team based at the Scottish National Gallery of Modern Art Two. Reporting to the HR Consultant – Talent Acquisition you will provide admin support for a wide range of HR activities for our recruitment processes.

Your duties will include but not be limited to:

• Ensuring all queries by candidates, colleagues and managers are dealt with in a professional and timely manner.
• Posting adverts on job boards to entice new candidates.
• Tracking candidate applications through the recruitment process, arranging interviews, and assisting with candidate management tasks.
• Creating correspondence for new starters and ensuring onboarding documentation is completed.
• Conducting / ensuring compliance checks are carried out for Right to Work and Disclosure Scotland certification, and references.
• Ensuring data is updated accurately on HR systems to ensure the organisation is provided with reliable, consistent, and meaningful data (e.g. payroll, HRIS, recruitment, etc).
• Processing new start information to ensure monthly payroll data is actioned in an accurate and timely manner in line with strict deadlines.
• Managing the Occupational Health pre-placement health screening process.
• Working with colleagues to support of the launch and roll out of the new HR recruitment software.
• Supporting internal and external enquiries and requests related to the HR team.
• Working closely and flexibly with HR colleagues to support ad hoc duties and projects to create a culture of continuous improvement and embrace the values and objectives of the organisation.

Knowledge, skills, and experience

The following range of knowledge, skills and experience are required. Please ensure these are reflected in your application. Short listing for the interview will be based on meeting these requirements.

Essential

• Strong proven experience as an HR Assistant or another HR relevant role, preferably with a recruitment focus.
• An interest and passion for recruitment and providing excellent customer service.
• Analytical with a high level of accuracy and attention to detail.
• First class communication skills both written and verbal.
• Excellent knowledge of Microsoft Office products including MS Teams.
• Strong admin and organisational skills with a methodical approach to work including effective prioritising of tasks and working to strict deadlines.
• Team player, ability to work collaboratively
• Ability to show diplomacy and tact whilst being discreet and maintaining confidentiality.

Desirable

• Human Resource Management Degree or equivalent experience / CIPD Qualified.
• Experience of working with HR and/or e-recruitment systems.
• Flexible and adaptable to change.

ABOUT US

The National Galleries of Scotland (NGS) is home to one the world’s finest collections off art, which ranges from the Middle Ages to the present day. Our spectacular buildings house the world’s greatest collection of Scottish art, and a world-renowned collection of Scottish and international photography, welcoming many visitors to our three principal sites in Edinburgh: the Scottish National Gallery, the Scottish National Gallery of Modern Art, and the Scottish National Portrait Gallery. The National Galleries of Scotland aims to preserve, display, and augment the collections for the enjoyment and education of the widest possible public and to maintain NGS as a centre of excellence.

This is an exciting period of renewal for NGS, as we move forward with our engaging strategic vision that puts our audience at the heart of what we do. We’re making it our mission to broaden our impact, matching our rich collections, expertise and creativity to the needs and wants of our visitors. We’re finding new ways to connect with more people, and creating an innovative, inclusive organisation that can meet the challenges of our ever-evolving world.

‘Art for Scotland: Inspiration for the world’ is Our Vision. Inclusive, original, and ambitious – we will make the national collection accessible to all and inspire curiosity across the world.

At NGS we are committed to looking at how we operate as well as how we engage with our visitors and communities. We want to play our part in tackling the Climate Emergency. We will ensure Equality, Diversity, and Inclusion (EDI) is embedded across our organisation, ensuring everyone feels a sense of belonging and can be themselves.

SUMMARY TERMS AND CONDITIONS

HOURS: 42 hours per week inclusive of meal breaks

SALARY: £21,379 – £23,553 per annum

Starting salaries will normally be at the minimum or at a rate that reflects qualifications and/or experience which are of special value for the post, and which are above minimum entry requirements.

LOCATION: This is a hybrid role working mainly from home with approximately 2 days in our office based in the Gallery of Modern Art Two in Belford Road, Edinburgh.

ANNUAL LEAVE: 25 days per annum. Staff receive 11.5 public and privilege holidays per annum.

PENSION: Civil Service pension provisions enables the National Galleries of Scotland to offer a choice of pensions, giving you the flexibility to choose the pension that suits you best.

The closing date for completed applications is Sunday, 11 September 2022

Please note that the successful candidate will be subject to Basic Disclosure Scotland security clearance.

Work Location: Iona House, Kirkcaldy

Working Hours: Full time

Contract Type: Permanent

Salary Grade: FC9 – £38,312 to £46,065

Job Reference: ON000388

We are OnFife and as Fife’s largest cultural organisation we specialise in making jaws drop, hearts warm, eyes light up and imaginations run wild. We work with a huge range of partners, artists and creatives and our spaces are some of Fife’s favourite places. A leadership-oriented organisation, we’re built on strong values, and those values make us who we are – Fearless, Inviting, Fair and Exciting.

We are seeking a Finance Business Partner to provide leadership, support and expert guidance to internal colleagues and partners in a way that will enable and support the delivery of OnFife’s financial strategies and ensure we continue to deliver quality cultural services in Fife.

The Role

As Finance Business Partner, you’ll use your professional financial expertise to provide strategic guidance and support, building partnerships and maintaining strong relationships with the Board, Executive Team and Senior Leadership Team at OnFife. Engaging with colleagues across the organisation, you’ll support budget holders to help develop their annual budgets as well as analyse and interpret financial performance to guarantee good governance is maintained. Working with the Head of Finance, you’ll ensure that the financial management of OnFife is done in adherence with all statutory and regulatory requirements, whilst providing financial clarity to inform decision making and action.

OnFife has seen considerable change recently with a significant restructure almost complete. As a member of our Corporate Services Team, you will motivate and support others to help develop their skills and confidence whilst setting clear and unambiguous financial strategy and direction.

Working collaboratively with OnFife colleagues, you’ll embrace an equitable and co-ordinated approach to delivery and development, demonstrating the vision, empathy, and agility to contribute at the highest level.

You can view the full job description here.

The Successful Candidate

We’re looking for a collaborative and commercially focused finance professional with the experience to support strategic delivery across a large organisation. Of graduate calibre with supporting CCAB professional qualification or QBE to an equivalent level with professional qualification, you’ll demonstrate extensive generalist finance knowledge and expertise across all disciplines including the charity sector and be able to support non-financial managers to understand these disciplines and apply them in their own work.

Engaging with a wide range of internal and external stakeholders, your expert guidance will be utilised to help implement sustainable complex change projects and initiatives. Highly developed communication skills are critical to the role; you will be comfortable giving guidance and challenge, seeking to use your financial knowledge to improve existing systems and bring about improvement in process and procedure. A creative thinker, your financial acumen will provide targeted strategic insights across every department in OnFife. Budget management experience is a must-have, as is the ability to initiate and promote continuous improvement.

The successful candidate will join a coaching oriented company who are vested in personal development and who offer an exciting leadership development programme. In addition, you will profit from a contributory pension scheme, employee discounts, generous annual leave, flexible working along with a range of wellbeing initiatives.

This is a truly unique and exciting opportunity for the right person to join an organisation that’s committed to excellence in cultural delivery for the people of Fife.

How to Apply

To request an information pack please contact Carolyn Hughes carolyn.hughes@squarepeghr.co.uk. Carolyn will take CVs and covering letter by way of application.

Closing date – Friday 16th September at 5pm.

Square Peg HR are our recruitment partner for this role.

OnFife is an equal opportunities employer.

This is an exciting opportunity to make your mark in a brand-new role within our People team.

You’ll work closely with key stakeholders to develop and deliver a rolling resource plan to ensure the right people with the right skills are in the right place at the right time. You’ll also be the organisational lead in attracting talent up to and including Director-level appointments and improving hiring manager capabilities.

Key priorities during your first few months will be to lead the development of our ‘employer value proposition’ and carry out a review to improve how we currently recruit. As time goes on, you’ll facilitate succession planning and introduce ways of raising awareness of our 130+ different job roles and of roles within the wider heritage sector generally. Your success will be measured through the metrics and service level agreements you develop.

We’re looking for someone who has extensive recruitment experience in an organisation with a wide range of professional, corporate and support functions. You’ll be able to demonstrate your achievements in developing an employer brand, raising organisational/job awareness and broadening workforce diversity. Key to your success will be your capacity to think strategically and your ability to influence and collaborate with leaders, managers, candidates and other stakeholders.

We’re happy to talk flexibly about how you might wish to carry out this role. We offer both flexi-time and hybrid working.

MANAGEMENT ACCOUNTANT

We have a new CEO, an ambitious strategy and seek an enthusiastic Accountant who will thrive on being a company ambassador and team worker to help us achieve our aims.

We are seeking a Management Accountant with experience developing financial strategy and forecasting. We are looking for someone who is able to communicate financial information to non finance specialists. The ideal candidate will be risk-aware but not entirely risk averse and will have the passion to drive forward an effective and resilient approach to our corporate finance.
The role is full time (37.5 hours, 9-5 Monday to Friday) fixed term for 1 year with a possibility of becoming permanent, based at Loch Insh Outdoor Centre.
Salary is £negotiable dependent on experience.
Essential: development of annual budgets and monitoring mechanisms
Essential: approx. 2 years’ accountancy experience in an SME between £1m and £10m turnover.
Essential: experience producing P&Ls
Essential: experience of using Xero including VAT return submission, P&L and other reporting
Essential: existing right to work in the UK
This role will consist of
Day to day management (and if necessary review) of our financial accounting processes.
Forecasting, identifying financial risk and developing response strategies with Heads of Departments and the CEO.
Producing the annual budgets.
Modelling budget / cost control strategies.
Journal management.
Interpret the company strategy and participate in development of the financial strategy.
Act as a mentor for heads of department with their budget control strategies.
Development of a Financial Resilience Plan
Contribution to the Business Continuity Plan and Risk Matrix
General financial advice and support to the CEO and Executive team.
Support the development of the annual budget and 5-year financial strategy.

CLOSING DATE
9am on 19 August (Applications received after this date may not be considered.)

Candidates who secure an interview will be sent an invitation by email by 10am on Saturday 20 Aug.

Interviews will be held on 25 August 2022 between 8am and 1pm. Zoom / Google Meet interview options may be available.

To apply please email your CV along with a covering letter, and your answer to the question below to admin@lochinsh.co.uk.

EQUAL OPPORTUNITIES
We employ a diverse range of incredible people and we are committed to an active Equal Opportunities Policy, which starts with our recruitment process.

Scottish Canals has a fantastic opportunity for a friendly, confident and meticulous individual to join our Caledonian Canal team based in Inverness. As our Boat Licensing and Customer Service Administrator you will help ensure that we deliver outstanding customer service and that our boat licensing meets legal requirements. As 2022 is our 200th birthday you’ll be joining the team at an exciting time!

Key Responsibilities of the role:

• The efficient administration of all Caledonian Canal long term leisure licensing and moorings to auditable standards – maximising income opportunities
• Supporting the efficient delivery of the Caledonian Canal’s short term visitor licensing
• Providing welcoming and efficient frontline customer service for the Caledonian Canal office and Seaport Marina, Inverness
• Efficient, accurate & timely delivery of back-of-house processes, such as shore power invoicing, boat safety scheme compliance and Great Glen Canoe Trail registrations
• Issuing all long term permit disks for Scottish Canals’ boaters on all our canals

This is a varied role with never two days the same – very much frontline customer facing in the main summer boating season and more administrative and planned desk-based work over the winter.

As well as taking lead responsibility for the effective and efficient administration of our long term licences and moorings you’ll be part of the small front of house team in Inverness with duties such as in person reception cover, responding to customer calls, emails and social media as well as marina services like allocating visitor berths and selling diesel.

We’ll give you all the training you’ll need to learn our systems and processes but we’re looking for someone with previous frontline customer care experience who has excellent verbal and written communication skills and is confident to use their initiative to solve customer enquiries and build strong working relationships with customers and colleagues alike. You’ll be able to demonstrate previous experience of working with administrative processes and systems where accuracy, timeliness, diplomacy and confidentiality were key. The commercial acumen to maximise income, minimise waste and spot opportunities is essential.

The successful candidate will be friendly, a self-starter, organised and accurate, able to work alone or as part of a small team.

You should be educated to HNC or equivalent level in Business Administration, or hold comparable experience in a similar role. A driving licence is preferred (must be in place within 6 month probationary period) and knowledge of the canal network or boating industry would be an advantage. Proficiency in the use of personal computers and business applications is essential.

This role is offered on a permanent basis, 37 hours per week, Monday – Friday, attracts a salary of between £20,279.70 and £22,722 depending on experience, and is based in our Inverness Office at Seaport Marina.

Scottish Canals also offers a generous annual leave entitlement of 34 days rising to 39 after 5 years (inc. public holidays), along with enhanced company sick pay, discounted shopping vouchers, and a contributory pension scheme with up to a 10% employer contribution.

Closing Date: Midday Thursday 25th August 2022
Interviews held in Inverness: Week Commencing 29th August 2022.

Please supply a covering letter with your application telling us how your specific experience and skills match those in the advertised role and why this opportunity appeals to you.

Who we are
We’re a forward-looking People Department that supports our organisation’s Strategy through support for our volunteers (2300) and employees (1200) – whether as individuals or as managers. Our organisation 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, tearooms, 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 be robust enough to give meaningful management information to help with strategic and tactical development and decision-making. 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
The job focusses on three key areas:
1. It actively promotes the use of self-service products for managers/individuals to self-serve to address most day-to-day enquiries relating to people (volunteer + employee) life-cycle matters or ad hoc issues;
2. It delivers a first-contact/front-line ‘service desk’ for people management enquiries which cannot/have not been addressed through self-service products, triaging and distributing enquiries to the relevant sections/individuals within the wider People Department;
3. It provides general administrative support to the Enquiries & Advice team (and as required, the wider People function)

What we want you to be responsible for
Actively promote the use of self-service products for managers/individuals to self-serve to address most day-to-day enquiries relating to people (volunteer + employee) life-cycle mattersor ad hoc issues. This will include, for example:
o Static online self-serve products such as the A-Z, FAQs, links to other (external) useful materials;
o Interactive online self-directed learning products;
o Learning products (“toolbox talks”) and supporting materials that can be downloaded and used by managers/teams/individuals to increase their capability to self-serve.
As required, participate in the development of these products.
• Deliver a first-contact/front-line ‘service desk’ for people management enquiries which

cannot/have not been addressed through self-service products, that triages and distributes enquiries to the relevant sections/individuals within the wider People Department. This will include, for example;
o Face-to-face/telephone interactions to:
 re-direct to self-serve, or
 respond using scripts and FAQs, or
 giving low-level immediate advice, or
 direct to the relevant section/individual in the wider team;
o Logging and analysis of incoming queries to identify ‘hot-spots’ (whether by topic or organizational unit) to help the Lead Consultant shape products and/or inform wider organizational development/effectiveness.
• As an active user, support the general maintenance of the Trust’s HRIS such that its data is accurate and reliable, and it seamlessly drives and reflects people transactions and management information (MI). This will include inputting data/transactions to support the currency of data within the system.
• As required:
o support general administration of the function, e.g. diary management, meeting arrangements, note-taking, document and file management;
o support devolved projects/activities;
o participate in internal and external meetings
o work collegiately with (particularly) the Policy & Operations function to support any peaks and troughs in their work-load.
• Support Lead Consultant & Consultants with delivering specialist advice that enables managers and individuals to resolve more complex and non-routine/cyclical people issues (in effect, ‘casework’ advice on matters of performance, behaviour, attendance, and family-friendly). This will include, for example:
o Assessing organisational risk of situations and potential solutions with support of Lead Consultant & Consultants as appropriate;
o Guiding individuals and manager to the most appropriate options for resolution – including local and informal resolution ahead of any formal processes Lead Consultant & Consultants;
o Managing any formalised cases with rigour and pace towards a business-acceptable outcome, and ensuring all case administration is documented and up-to-date at any given time with support of Lead Consultant & Consultants;
o Logging and analysing of cases to identify ‘hot-spots’ (whether by topic or organizational unit) to help the Lead Consultant shape products and/or inform wider organizational development/effectiveness.

WHO WE ARE
We’re a forward-looking People Department that supports our organisation’s Strategy through support for our volunteers (2300) and employees (800) – whether as individuals or as managers. Our organisation 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, tearooms, 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 works with colleagues across the Trust to enable improved performance of individuals and teams. You’ll lead complex projects across a spectrum of organisational development disciplines (engagement, leadership development, change and organisational development) as well as developing new processes and programmes of activity at a strategic level.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES
• Build strong relationships and provide advice and guidance on all OD related matters, partnering closely with managers in areas such as engagement, learning & development, performance management, organisational development, and change.
• Work with leaders across the Trust to understand their areas of work, diagnose organisational development issues, and work with them to create strategic plans to create a work environment where our colleagues can thrive.
• Design and deliver organisational & employee development and engagement solutions (e.g., Workforce survey, national and local recognition initiatives, performance management) across the organisation to enable improved performance, engagement and to ensure the necessary capabilities and skills.
• Support the embedding of our Corporate Strategy and successful achievement of the strategic objectives for the first phase of our Strategy by designing and implementing effective organisational development initiatives for the Trust, using quantitative people data and external trend analysis.
• Institutionalise good practice of project management for small and complex People projects, embed methodology by providing toolkits, templates and the necessary guidance and training.
• Looking ahead in the medium- and long-term, review current and future capability requirements for the organisation, assess required changes and support the transition to new capabilities where required.
• Support leaders in change management, using existing Trust approaches and adapting these approaches where necessary to enable effective change processes.
• Lead the design and develop of leadership development interventions and ensure implementation, budget holder for the Training and Development budget.
• Supervise the Consultant – Organisational Development job holder on a project-by-project basis.
• Facilitate team development and leadership development sessions at all levels, using existing tools and developing new ones if required.
• Measure the impact of organisation development activities, ensuring appropriate linkage with wider organisational and people strategies.
• Work across the People function to align OD interventions and recommendations to business-as-usual People processes and ensure tracking of all OD interventions and processes on the People System.
• Deliver ad hoc People projects to support improved business performance as and when required, which may include managing volunteers, contractors, or suppliers.

JOB PURPOSE

Heritage planning is the function within the Trust concerned with understanding or knowledge of the properties and what we are going to do with that heritage or creating direction.

Heritage Planning refers to the general process of assessing the significance of heritage, understanding its intrinsic character, and providing for its conservation and interpretive needs and opportunities. Heritage Planning builds knowledge and supports the conservation and interpretation of heritage.

The Heritage Planning Assistant will play a pivotal in supporting the work of the Heritage Planning team; enabling the Trust to make informed and robust decisions around the future management of National Trust for Scotland properties and supporting activity to set long terms strategic direction and articulate our vision for the sites we care for.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

• Support the Heritage Planning team to undertake research on the properties owned, managed and cared for by the National Trust for Scotland
• Source information relating to acquisition and past management of Trust properties, creating concise overviews to inform future management of these sites
• Review information held across a wide range of departments within the Trust to identify current sources of knowledge and potential gaps in our knowledge base
• Collate information on visitor statistics and financial performance on a property by property basis
• Review and update simple statements of significance to inform understanding and management of Trust properties
• Analyse current coverage of designations (natural, cultural and cross disciplinary) to inform knowledge base, including through the use of ArcGiS
• Develop and maintain a database of existing knowledge sources and their location
• Produce and disseminate Heritage Planning guidance notes on a range of subject matter
• Undertake general administrative duties for the Heritage Planning team as required
• Advocate the work of the Heritage Planning team through a range of internal and external mechanisms

The Director of Finance and Corporate Services is accountable for the strategic financial management and leadership of Dundee Industrial Heritage. The role also carries responsibility for the stewardship of all the company’s physical assets including a range of internal corporate services.

Duties and responsibilities

Financial Management & Accounting

• Develop a robust and transparent financial environment, in line with requirements by Board, stakeholders and auditors;

• manage business systems and office support environment, including necessary licenses, leases and compliance requirements;

• Uphold and implement financial management and planning on a day-to-day basis;

• work closely with the EMT and wider management team to agree budgetary parameters, including cost allocations and revenue generation targets as appropriate;

• Produce regular monthly accounts and financial reporting that permit timely and effective financial management;

• Evaluate and advise on competing financial priorities when required

• work with funding partners to establish and abide by parameters of various financial sources;

• undertake projects as required by the Chief Executive.

Full job description is available on our website.