Admin, Finance & IT

Looking to utilise your organisational and financial management skills in a harbour front location?
The Office Manager is responsible for all aspects of office and facilities management, dealing directly with a wide range of people including staff, volunteers, Board Members, suppliers, and contractors. We are looking for someone who:

o Is a personable, dynamic self-starter, used to being the first point of contact within the organisation.
o Is confident in the use of office technology, proficient in using Excel, Word, Outlook etc
o has proven experience of financial administration (with knowledge of Xero accounting software or similar highly desirable).
o has experience of staff management or direct supervision.

For a full description of the main responsibilities, please see the Scottish Fisheries Museum website.

Job Reference: 171

Contract: Salaried 37.5 hours per week. Fixed term to June 2025

Salary: £26,000 – £29,371 per annum

ABOUT US

Glasgow Science Centre is a Scottish Charity and a unique 5-star visitor attraction with a vision for a Scotland where all people feel empowered through learning and engagement with science to make positive differences in their lives, communities and society.

Our mission is to inspire people of all ages to explore and understand the world around them, and to discover and enjoy science. We have been delivering interactive science experiences to schools, families, and community audiences for over 20 years, in-house, online and through outreach and we are dedicated to raising awareness of the importance of science to our nation’s wellbeing, economy, and society.

ABOUT THE ROLE

Glasgow Science Centre are recruiting for an HR Assistant on a fixed term contract to June 2025. This person will be the first point of contact for HR enquiries and provide an efficient and professional service co-ordinating and administering HR/Recruitment operations, internal communications and contributing to projects to progress the People and Organisational Development (POD) plan.

This is an exciting time to join a small and dedicated HR team who are committed to supporting and developing employees within a high performing and inclusive environment.

We are looking for someone who enjoys working collaboratively with others and uses their interpersonal and communication skills to work effectively across an organisation. An organised and proactive approach to work is essential as is having a strong attention to detail and the ability to find new and more efficient ways of working.

If this sounds like you, and you are passionate about GSC’s mission and values, then we would like to hear from you.

APPLICATION DETAILS

Please find full job description and details of how to apply on the Jobs and Volunteering section of the Glasgow Science Centre website.

We are equal opportunities employer and welcome applications from people of all backgrounds.

The closing date for applications is, Monday 26th February 2024 at Noon.

Who are we?

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

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

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

Role Profile:

The CRM & Insights Manager is responsible for leading effective and efficient management of customer data at V&A Dundee across ticketing, retail, membership and CRM systems. The role will lead on data and insights for the museum to inform audience development, evaluation and reporting for key stakeholders. The role oversees the operation and development of these systems, working across departments to maximise income generation by embedding activation strategies to grow income, data, loyalty, support and attendance.

Duties and Responsibilities:
Support the Head of IT and Digital to deliver an integrated and responsive IT service focused on CRM and ticketing platforms which will support the operation of the museum, its public and business objectives.

Play a pivotal role in building loyalty, repeat visits and income generation in collaboration with the Marketing and Membership teams.

Develop, implement and manage an insight-led CRM strategy defining how the organisation manages customer relationships, from visitors to members to external stakeholders.

Lead the organisations approach to GDPR, ensuring policies and guidelines in place around collection and use of data.

Define and lead cross departmental data acquisition plans to inform audience development ambitions and targets.

Support the development and management of the organisations data dashboards and reporting mechanisms.

Analyse and evaluate data to provide reporting, evidence-based recommendations, and support for services to achieve organisational objectives and defined performance measures.

Creation and delivery of an overarching retention and acquisition strategy, including data driven segmentation.

Use data to analyse customer satisfaction and market research to identify the latest strategies to improve, build and strengthen customer relationships.

Project manage all upgrades to existing customer systems, troubleshooting on issues and any changes and migrations.

Implement and maintain legal compliance and full business continuity protocols for customer systems and related areas, ensuring particularly that the front of house team is fully supported in any instance of systems failure.

Generate and manage regular customer data reporting to internal team as well as external partners including Dundee City Council, the V&A, ALVA and ASVA.

Work with team leads for each customer system to analyse and report on data to support the growth of income, loyalty, support and attendance.

Work with the directors of Audiences & Media and Operations to ensure effective pricing structures are in place.

Provide cover for the IT & Business Intelligence Officer during periods of annual leave.

Be available out-of-hours in emergencies or to respond to urgent ticketing, retail or CRM business continuity issues on an occasional basis.

Any other duties determined to be reasonable for this position.

Deadline for applications: no later than 11.59, 26 February 2024. Interviews will be held on 05 March 2023.

This is a full-time position, working 37.5 hours per week working in a hybrid flexible environment with a mixture of home working and working from our museum in Dundee. We offer a generous package including 38 days holiday, pension scheme, company sick pay, entry to V&A Dundee paid exhibitions and many more discounts and benefits.

We are looking for Curatorial Assistant with proven collections management skills, attention to detail and organisational skills to maintain and deliver collection management procedures to the standards appropriate for an accredited museum. The role will work on the ongoing inventory of the collection. This post will help implement the museum’s exhibitions programme and display refreshes.

Main Duties and Responsibilities:
Assist with the organisation and maintenance of the museum’s collections stores
Maintain, update and help to develop the museum’s collections management system
Handle and process objects within the museum’s collection including the management of new acquisitions and loans
Assist with preparation / mounting of exhibitions & displays
Undertake research for upcoming exhibitions
Assist in the general work of the museum

The post holder will be part of the curatorial team, working with the Collections Assistant and line managed by the Collections & Exhibitions Keeper.

The role is 35 hours per week and temporary contract until October 24th 2025.

JOB PURPOSE

With increasing risks associated with data protection and cyber security and the need to ensure we regularly monitor, advise on, and remain resilient in our data protection activities; this role exists to support the Data Protection Officer in advising the Trust and monitoring compliance with UK and EU privacy legislation including the UK GDPR, EU GDPR, Data Protection Act 2018 and the Privacy and Electronic Communications Regulations. The Deputy DPO will also act as the Trust’s Data Protection Officer (DPO), in their absence.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

• Support colleagues across the organisation with specialist advice and practical guidance on the implementation of privacy management policies and procedures.
• Assist in the recording, monitoring, and reporting of risks associated with data processing activities and identify actions that can be taken to mitigate risk.
• Assist in the preparation of reports to the Trust’s Board and Executive Committee through the collation of key management information, including case management statistics and updates on the delivery of training.
• Support the annual review of all privacy management policies and procedures in line with legislative changes and organisational requirements.
• Plan for legislative changes and their impact on Trust activities, identifying risk associated with the changes and managing workload to address such changes.
• Support the delivery of mandatory training in data protection, cyber security, and PCI DSS – including the delivery of refresher training to volunteers and employees.
• Process data subject rights requests, including Subject Access Requests, Erasure Requests and Objections to Processing, in line with the legislative timescales.
• Support the development of an annual auditing framework for data processors to ensure they continue to meet our expectations in the handling of Trust data.
• Work with the DPO to advise on possible solutions to challenges with systems and processes in order to mitigate risk.
• Coordinate and record quarterly meetings with the data champions’ network.
• Oversee the production of a quarterly newsletter with support of the data champions.
• Lead on the review of the data inventory and ensure it remains up to date.
• Promote and advise on the application of data protection by design and default when developing new systems and processes across the organisation.

The People Team provides an HR professional and support service to Regions and Departments across the Trust. The Apprentice role will contribute to the smooth running of the People Team by providing administrative support to various HR-related activities.

The People Team Apprentice role will provide training in a variety of administrative tasks in a Human Resources setting. This apprenticeship is a great opportunity to learn, train and experience work in a professional environment where we take pride in providing an excellent service to colleagues and managers across the Trust.

The Apprentice will also study for a Modern Apprenticeship (SVQ in Business Administration at SCQF Level 6) with Rewards Training.

Full-time, Permanent
Salary £29,017 – £31,653 per annum
Plus generous benefits package
Hybrid / flexible working
April 2024 target start date

About the role

There has never been a more exciting time to join the Finance team at the National Galleries of Scotland. In this newly created role, you will play a key part in helping us to develop our finance and procurement systems.

The perfect candidate will have a keen eye for detail, with a structured and logical approach to tasks, be organised, and have excellent IT skills. You’ll also be enthusiastic about new technology and implementing new accounting systems.

You will assist in the preparation of our budget setting and monitoring process of our finance systems. This will help to deliver timely financial and management information to our budget holders and employees. This is a key function in an increasingly difficult financial environment where close monitoring of forecast results against budget is essential to ensure efficient utilisation of resource.  

You will work with the IT team and external support providers to develop the systems. You’ll also be tasked with establishing how the Finance team can use Teams and M365 to its potential and train to become a super user on M365 to support the transition for the Finance team.

Tasks will also include co-ordinating the production of procedures, training staff to use the systems, effective application of software and production to allow analysis of the data in an efficient manner.   

The difference you’ll make

Reporting to the Management and Systems Accountant you will work closely with them and the Finance team. You’ll assist in the consolidation and monthly reporting of our budget and forecast results, i.e. income, expenditure, staff costs, funded and capital projects.  Your responsibilities will include but not be limited to:

– Assisting with the management of our Financial budget setting and monitoring process. 

– Administration of the delegated authority process. 

– Working with other financial colleagues for timely delivery of monthly consolidated forecast financial results including income, staff costs, department expenses, project costs and commercial results. 

– Assisting with the delivery of quarterly staff cost and headcount reporting to the Leadership Team and individual departments, and preparation of the establishment review working with HR. 

– Assisting with preparation of the detailed staff costs budget, which will, working closely with the Management and Systems Accountant support the annual pay remit process. 

– Handling of internal support calls and referring and managing resolution with external software support companies and other financial colleagues.  

– Administration of our financial systems including creating users, setting security and access levels in line with our delegated authority levels. 

– Coordinating the provision of training and support and development to staff across the organisation on finance related systems and procedures. 

– Coordinating the review of systems to establish possible integration of systems e.g. Microsoft Dynamics GP, eRequest and EPOS systems.  

Please apply directly via our careers portal.

The closing date for completed applications is 12 noon on Monday, 22 January 2024.

JOB PURPOSE

Procurement is a small busy team providing a support service to Directorates and Departments across the Trust. We manage national contracts and tender for contracts over £50,000 in value, as well as providing advice on procurement matters as required. The Apprentice role will contribute to the smooth running of the Procurement team by providing a variety of admin support.

The Procurement Apprentice role will provide training in a variety of administrative tasks in a procurement setting. This apprenticeship is a great opportunity to learn, train and experience work in a professional environment where we take pride in providing a good service to colleagues across the Trust.

The Apprentice will also study for a Modern Apprenticeship (SVQ in Business Administration at SCQF Level 6) with Rewards Training.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

The Apprentice will take direction from the Head of Procurement (or other delegated team member as appropriate to the task), working alongside other staff. The Apprentice will have regular guidance and review from Rewards Training, who are working on the Trust’s behalf as our training provider. The employment is for a fixed period of 12 months, subject to continued progression on the course and acceptable performance.

Duties will include:

• General admin support for Procurement – this may include obtaining requests for pricing from suppliers, expediting orders, collating data and producing reports, administrative support for tendering etc.

• Supporting the supplier onboarding process when new suppliers are being added to the finance system including checking that New Supplier Forms are completed adequately, appropriate insurance cover is in place, and bank details are checked before the new supplier is created.

• Other work related to the finance system such as data cleansing, and user acceptance testing in support of system upgrades.

• Raising purchase orders, receipting these orders and working with Finance to resolve any invoice queries.

• Monitoring the Amazon Business account to provide timely PO approval or feedback to users where you are querying or rejecting orders.

• Providing support for managing utilities contracts as required.

• Any other relevant duties appropriate to the role.

To provide a consistently high standard of customer care at all times:

• Assisting colleagues with queries in an efficient and friendly manner and passing enquiries on to other team members where appropriate.
• Working in harmony with other departments (such as Finance) to provide an efficient service for the Trust.
• Adhering to Trust procedures at all times.

Health and Safety

• Work within the Trust’s Health and Safety policy and procedures.