Admin, Finance & IT

We are looking for a proactive, dynamic administrator who will help us recruit, induct & support our team, and look after the general needs of a busy & vibrant office.

What about you?
A confident user of Microsoft Office – or a fast learner!
An engaging communicator overflowing with a warmth of spirit
An inquisitive, keen learner with a thirst for knowledge.
A passionate and enthusiastic supporter of our team.
A hardworking, flexible problem solver determined to raise the bar.
A cheerful and outgoing administrator ready for a double measure of fun!

What will you be doing?
Advertising vacancies, filtering CVs, arranging interviews, co-ordinating our induction process, organising training, accurately compiling induction paperwork & looking after a busy office.

Contract Full-time 36.25 hours per week
Hours Monday – Friday, 9am to 5pm
Salary £25k to £30k dependent on experience
You will be busy; but working in a fun environment where you will be encouraged to reach your full potential through regular training and coaching

What about us?
We are a team of friendly and passionate people working in a five-star visitor attraction. We exist to make the world fall in love with Scotch whisky! Why not have a look around our website, or to get a better feel for our team’s enthusiasm, expertise and personality, why not read our blog?

Interested?
Are you keen to learn & to help us create & support our dynamic team? Then we’d love to hear from you! Maybe you’ve worked in tourism before, or a busy office environment. If so, your application will really stand out. But this isn’t essential; just tell us why you’d love to join our team.
Please send your CV to jobs@scotchwhiskyexperience.co.uk
Please also tell us the following:

What attracted you to apply for this position?
Tell us which element of the role appeals to you most? 

We look forward to hearing from you!

The Royal Botanic Garden Edinburgh explores, conserves, and explains the world of plants for a better future. We are a world leading botanical institute and international visitor attraction taking positive action for plants and people; from local communities across Scotland, to more than 40 countries around the world. Our priority is to tackle the biodiversity crisis and the climate emergency and support the conservation and sustainable use of biodiversity. Our work builds on our more than 350-year history as a scientific botanic garden, a centre of biodiversity education and training, the internationally important botanical collections in our care, and our extensive international partnerships.

We are looking for an experienced Procurement Manager to join our Finance, Corporate Governance & Risk team. This is a highly responsible role providing technical expertise and advice to colleagues across the organisation. You will get involved in all stages of the procurement process and be the first point of contact for stakeholders on anything relating to procurement.

In particular, the role will be responsible for a number of complex and demanding areas including:
• Continued development of a decentralised procurement process to standardise and simplify procurement approaches across the organisation
• Monitor, review and update our existing policies and documentation
• Provide advice and guidance to our staff involved in the procurement of goods, works and services, including catering and commercial contracts
• Develop standardised process and contract templates for use across the organisation based on the Scottish Government ‘Procurement Journey’
• Ensure compliance with all relevant procurement legislation
• Ensure that environmental and sustainability is embedded within all our procurement activities
• Explore all avenues of potential procurement collaboration
• Manage the process of utilising Scottish Government and other public sector framework contracts across the organisation

Applicants will need a demonstrable track record of knowledge and expertise in public sector procurement processes and procedures and in depth knowledge of Scottish and UK procurement legislation. As a non-departmental public body and a registered charity we operate within the accounting and governance requirements of both the public and charity sectors, and knowledge of both areas would be advantageous. In addition you’ll ideally be a member or working towards membership of the Chartered Institute of Purchasing and Supply (CIPS).

Although we see this as a full-time role, applications will also be considered from exceptional candidates looking to work on a part-time basis.

To apply please email recruitment@rbge.org.uk with:

• your CV
• a covering letter outlining the skills, knowledge and experience you’d bring to the post
• a completed equal opportunities questionnaire – available on our website

JOB PURPOSE

This role carries out end-to-end payroll and pensions processing, ensuring timely and accurate payments to ca. 1300 staff, compliant with regulatory requirements and by delivering excellent customer service. As well as cyclical payroll/pensions activity it will support the ongoing development of our processes, and will act as deputy to the Payroll & Pensions Manager.

We offer a generous annual holiday entitlement as soon as you start
working with the Trust – for a full-time employee, it’s 30 days per year plus
7½ days around the festive period.

Generous employer pension contributions available

You will receive an employee card, which gives free entry to you, any of your children under the
age of 18 and one other adult to National Trust for Scotland and National
Trust properties, as well as a 20% discount on most purchases in National
Trust for Scotland retail outlets.

The Trust currently operates its payroll through a bureau service. However, the aim is to bring Payroll back ‘in-house’ using the Access PeopleXD HR & Payroll system. Initially, this role will support the Payroll & Pensions Manager in the delivery of the project to remediate the Payroll system, as well as carrying out day-to-day payroll activities to support payroll bureau, line managers and staff.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

Day-to-day running of cyclical payroll and pension processes for ca. 1300 employees, including (but not limited to):

Processing starter, leavers, and contractual changes in the payroll system

Processing statutory deductions and notifications, including PAYE, NI, Study Loans, Court Orders

Calculating and processing statutory and occupational absence payments, including SSP & SMP

Processing all payroll liabilities, including third-party payments as required

Carry out payroll and pensions reconciliations to ensure accuracy of payments made

Responsible for preparing of monthly BACS file

Assisting with the year-end process, including producing P60s, P11Ds

Ensuring that relevant records are retained for audit purposes

Resolving staff pension and payroll queries

Ensuring pension administration is undertaken on a cyclical or ad hoc basis, including (but not limited to):

Carrying out pension enrolment, and processing opt-ins and opt-outs

Making changes to pension schemes and contributions levels (driven by policy, product, or legislation)

Undertaking payroll and pensions administration (including, but not limited to):

Acting as a first point of contact for all payroll related matters, including management of internal payroll mailbox

Liaising with third-party providers as required, including HMRC and pensions providers – for example, resolving enquiries from them, providing or seeking data as required

Supporting strategic and tactical payroll and pension planning through the provision of data and reports as required

Supporting line managers to ensure correct processes are followed

Supporting the Payroll & Pensions Manager with the continuous improvement of the payroll processes

Supporting the Payroll & Pensions Manager with the development and delivery of employee awareness sessions and training

Working closely with People Team to ensure seamless payroll processing

Acting as the deputy for the Payroll & Pensions Manager in their absence or at their request, assuming full responsibility and accountability for payroll and pensions processing.

KEY RESPONSIBILITIES

Administrative support to the Operations Manager and other key departments as required

File management (filing, scanning, maintenance of regional drive, archiving).

Managing office petty cash, receipts and claims.

Managing postage.

Assisting property staff with ordering and system queries as required.

Providing the first point of contact at Newhailes and ensuring that communications are answered, forwarded and recorded effectively and in a timely fashion

Organising meetings, circulating advance papers, taking and distributing minutes and monitoring action points required of staff

Processing financial transactions (e.g. cash handling, data entry, purchase ordering, and expense claims) on a regular basis using an IT-based finance package

Share in the common responsibility of implementing the Trust’s “Health & Safety Policy”, being mindful at all times of the health and safety of self, staff, volunteers, and visitors

Attendance at meetings with the Operations Manager and other activity managers to openly discuss ideas, problems and solutions to the delivery of improved visitor experience at the property.

Taking and processing educational/group bookings and liaising with relevant departments to ensure the smoothing running of each

Management of the property diary and preparation and distribution of the weekly programme as well as other reports as required

Maintaining key safe and security/access arrangements for staff and visitors.

Acting as “Fire Warden” for regular testing and activations and providing training for property staff.

Booking and supervision of reactive and planned maintenance contractors

Placing orders and completing necessary documentation as and when required

Ensuring H&S and GDPR compliance at Newhailes, Inveresk and Malleny as well as the non visited and residential let properties in the cluster.

Provide an excellent level of customer service to all external and internal customers.

Organising and overseeing refuse collection, and recycling arrangements.

As and when required act as Duty manager in support of Operations Manager and other activity managers

Are you a highly organised, efficient and detail orientated administrator looking for your next opportunity, with a desire to be part of our dynamic Brand Homes team as we continue on our exciting growth journey? Well… this could be the perfect role for you!

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Our Story…

We are Ian Macleod Distillers (IMD), a fourth generation family owned and managed whisky and spirits business operating across the UK and internationally. We are producers of multi award winning premium whisky and gin including Glengoyne, Rosebank, Edinburgh Gin and Tamdhu, with many other whiskies and spirits as part of our portfolio. Crafting Spirits With Passion, is what we do best… We are a brand led, successful family business with our spirits (people and brands), at our very core. Driven by passion, enthusiasm and solid business values, we are now expanding our consumer offering and continuing to invest in each of our Brand Homes (visitor centres) as our brands continue to evolve and grow.

Our Brand Home teams deliver some of the finest distillery tours and tastings in the country, providing truly engaging and world class visitor experiences, with both our Glengoyne and original Edinburgh Gin attractions having been consistently rated on Trip Advisor as part of Scotland’s top rated tourist attractions!

Not one for ‘resting on our laurels’, we continue to invest in our Brand Homes and by the end of this year, we will have three exquisite Brand Home sites operating across the central belt of Scotland including our picturesque and long-standing Glengoyne Distillery located North of Glasgow, our recently reawakened Rosebank Distillery located in Falkirk, and our soon to be brand-new Edinburgh Gin Distillery located in the heart of Edinburgh’s Old Town, following the recent closer of our original Rutland Place Distillery and Hanover Street shop, in anticipation of the new site opening.

We are also continuing to invest in our people and growing and enhancing our operational capability, to continually evolve and expand our visitor offering. Providing unique and outstanding visitor experiences, all underpinned by our focus on customer centricity and authenticity, this is the beating heart of our IMD proposition. It is our people who make all of our magic happen…

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Our Opportunity…

As we continue to invest in our Brand Homes, we are now looking to bolster our Bookings team, with the addition of a Distillery Bookings Assistant.

Reporting into the Distillery Bookings Manager, and working in collaboration with the wider Brand Homes Sales and Marketing team, our Distillery Bookings Assistant will support all aspects of the administration of our travel trade bookings, managing internal booking requests and administering our systems.

Given we are in an evolutionary phase of this growth journey, we are offering this position on a 12-month fixed term contract basis at this time to enable us to reassess our longer term needs once all three sites and supporting systems are fully operational.

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Who We Are Looking For…

We are looking for an experienced administrator with a warm, friendly and engaging personality, who shares our passion for providing exceptional service and experience, using their professional and courteous manner to foster positive relationships with key internal and external stakeholders.

This is a fast-paced role so an efficient, methodical and well-organised approach to planning and prioritising tasks is essential, ensuring this is done so in a timely manner whilst maintaining high standards, keeping the customer at the heart of what we do.

An excellent communicator, both written and verbally, is essential, along with superior attention to detail skills and the ability to use your own initiative to resolve issues which may arise. We are looking for someone who is computer savvy and confident using the MS package and other computer systems (training will of course be provided on our internal systems and processes).

The role will be based from our Rosebank Distillery located in Falkirk, however, it will provide support across all three of our Brand Homes sites including Glengoyne (North of Glasgow) and Edinburgh Gin (Edinburgh City Centre), we are therefore looking for someone who can be flexible in their approach and who has a full driving license and access to transport and lives within a commutable distance to our sites located across central Scotland.

To enable the role holder to fully immerse themselves and understand our visitor offering and the role itself, we anticipate that during the training and onboarding period the successful candidate will work from our sites on a full-time basis (specifics of this will be discussed further at interview/offer). Once the role holder is fully competent, we may consider future hybrid working arrangements but this is not guaranteed.

Due to the nature of our industry, candidates must be 18 or over, and must also be able to demonstrate that they currently have the required documents to live and work in the UK.

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What We Will Provide You…

The successful candidate will receive a highly competitive salary and generous benefits package including (but not limited to…):

Enhanced annual leave
Company pension scheme
Product vouchers & staff discount
Access to a wide range of lifestyle discounts including gym memberships, retail and travel
Access to various health and wellbeing resources including Employee Assistance Programme and same-day GP appointments

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Next Steps…

If this sounds like the perfect role for you, then we’d love to hear from!

Please note, that along with your CV, you will need to answer some key questions and submit a tailored cover letter, clearly outlining why your skills and previous experiences are a perfect fit to what we are looking for – remember this is your opportunity to make yourself stand out from the crowd!

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 don’t miss out!

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.

***No Agency Contact***

What we want you to be responsible and accountable for:

Provide pro-active administration to support the Directors and wider teams.

Act as an administrative contact point for the two Directors responding to emails, telephone calls and ad hoc queries resolving or escalating as appropriate.

Management of diaries for both Directors.

Arranging meetings and managing meeting paperwork including contacting participants to prepare and circulate agendas and any supporting documentation, taking and circulating minutes, and managing action registers.

Booking accommodation and travel for both Directors

Supporting the arrangement of small Trust wide meetings involving attendees from various locations where overnight accommodation may be required.

Circulating questionnaires and analysing responses to provide feedback as required.

Analysing data as required and report writing.

Carrying out financial transactions such as raising and processing purchase orders. administering expenses for both Directors, and reconciling credit card payments.

Keeping accurate records and ensuring the accurate filing of electronic documents. This will include minutes and action registers,

Updating SharePoint as appropriate ensuring documents are filed in a logical place and providing support to users as required.

Be an active participant in BEST (Business Executive Support Group) which exists across the Trust and contribute to any other knowledge sharing groups/opportunities.

The current duties of the role do not require a criminal record check or membership of the PVG scheme through Disclosure Scotland.

How we would like you to achieve this

To work in a way that is wholly consistent with our stated organisational values and our Corporate Strategy.

To work collegiately across the teams and directorates, and collaboratively with colleagues across the Trust.

To become familiar with the Trust’s systems and processes and the work of other departments.

Who you will be working with

You will not be a line-manager but will work closely with colleagues across the various teams.

You will work particularly closely with:

Conservation & Policy Directorate Teams

Public Engagement & Research Teams

Finance and Project Management colleagues

Consultants, suppliers and contractors

Full-time, fixed term to June 2027, based in Edinburgh (hybrid/onsite)

Edinburgh Biomes is the most exciting and visionary project being undertaken by the Royal Botanic Garden Edinburgh (RBGE) since its relocation to its fourth site at Inverleith in 1820. The project aims to conserve plant life for generations to come.
Edinburgh Biomes is central to RBGE’s response to the twin challenges of the biodiversity crisis and climate emergency. In a world where 40% of plant species are estimated to be under threat, our mission has never been more urgent.

The project will protect global plant science and conservation through the restoration of the Garden’s A-listed historic Palm Houses, modernist Front Range, and research houses. It will also provide new facilities for cutting edge plant science, accelerating RBGE’s research into plant pests and pathogens.

Edinburgh Biomes has now reached the construction stage, and we are looking to recruit an experienced project manager to support in its delivery. Reporting into our Head of Edinburgh Biomes Programme, you will work with internal colleagues, external consultants, contractors, and partners to support and co-ordinate the delivery of the programme works using construction management tools and techniques.

This is a key post in the project team and will be critical to its success. Applicants should have demonstrable professional and technical experience in design, construction, procurement and project management, and a record of delivering a range of planning and successfully implementing major capital projects.

The recruitment brochure for the role is attached and full application details can be found on the RBGE website: https://www.rbge.org.uk/about-us/working-with-us/vacancies/

Informal enquiries on the role can be addressed to Claire Monk at cmonk@rbge.org.uk

Closing date: Midday (GMT) Friday 21 June 2024
Interview date: Tuesday 9/16 July 2024
Project Information: https://www.rbge.org.uk/news/edinburgh-biomes

If you haven’t heard from us within 2 weeks of the closing date, please assume your application hasn’t been successful on this occasion. No recruitment agencies please.

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:

Work in collaboration with 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.

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

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

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

Manage upskilling and training for CRM users across the organisation.

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

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

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.

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

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

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

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

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.

Line manage the CRM & Ticketing Officer including goal setting and personal development.

Any other duties determined to be reasonable for this position.

For a full job description and personal specification please click view on website.

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:

Work in collaboration with 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.

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

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

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

Manage upskilling and training for CRM users across the organisation.

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

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

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.

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

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

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

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

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.

Line manage the CRM & Ticketing Officer including goal setting and personal development.

Any other duties determined to be reasonable for this position.

To view the full job description and personal specification please click on apply.

Setting the scene…

We are Ian Macleod Distillers (IMD), a fourth generation family owned and managed whisky and spirits business operating across the UK and internationally. We are producers of multi award winning premium whisky and gin with many other whiskies and spirits as part of our exquisite portfolio. Crafting Spirits with Passion is what we do best… not only are we brand builders, but we are also producers, distributors and suppliers in Business to Business and Business to Consumer channels. We are a brand led, successful family business with our spirits (people and brands), at our very core. Driven by passion, enthusiasm, and solid business values, we are a business you will want to take a look at!

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Our opportunity…

Here at IMD, we strive to deliver a truly positive and engaging customer experience throughout all the key touch points in the customer journey with us. As we continue to grow and expand our business, we have been looking at opportunities to enable us to further enhance and refine the customer experience.

Aimed at a junior to mid level experienced candidate, we are looking for a passionate and engaging individual, with customer experience at the heart and soul of what they do, to join our IMD family as part of our established Customer Experience team on a permanent and full-time basis.

As a Customer Experience Executive, you will be the primary contact and provide best-in-class customer service across multiple facets of our business including all our ecommerce and trade sale customers, our Brand Homes department and managing general brand enquiries, providing timely and resolution focused support, escalating queries to the relevant person or department as required. It is therefore imperative that the successful candidate has the ability to build strong working relationships with key internal and external stakeholders. It is critical that the role holder acts as a brand representative at all times and has excellent written and verbal communication skills. In addition, having the ability to work autonomously and independently, delivering support in a timely and proactive manner is essential.

We are looking for an omni channel expert across telephony, email and other digital specialisms who has a minimum of 2-3 years’ experience working in a similar customer experience role to ours and we would welcome the successful candidate’s insight and creative suggestions to help us improve the overall customer experience and journey. Ideally the successful candidate will have previous experience across both ecommerce and trade customers, in addition to having experience working within the whisky and spirits industry (desirable).

The role will initially be based at our office in Broxburn however, following full induction and training, some hybrid working opportunities will be available. The role will be working on a 5 from 7-day basis which over time will include weekend work. Candidates must be able to demonstrate that they currently have the required documents to live and work in the UK.

Next steps…

Our Customer Experience Executive role is a varied and rewarding role so… if this type of role excites you then we’d love to hear from you!

To apply for this opportunity, click the ‘apply now’ button to create your own recruitment account with us and submit your application and CV. Please remember that along with your CV, you will need to answer some key questions and submit a tailored cover letter, clearly outlining why your skills and previous experiences are a perfect fit to what we are looking for! This is your opportunity to make yourself stand out from the crowd!

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!