Admin, Finance & IT

KEY RESPONSIBILITIES
Working within the Major Gifts team, you’ll;

1. Be the first point of contact for Major Gift fundraising enquiries and correspondence, and either respond direct, or field to colleagues as appropriate. As first point of contact your approach, tone and demeanour are critical to establishing positive relationships with key supporters.
2. Management of major gift fundraising email inboxes, ensuring responses are made efficiently and in a timely manner.
3. Ensure Major Gift pledges and received are correctly coded in the CRM, and the donor records updated, and next actions assigned as necessary for follow up.
4. Ensure donors are promptly thanked by preparing highly tailored letters on behalf of team members, maintaining the best standards of donor care.
5. Informing colleagues across the Trust when restricted donations are received.
6. Liaise with colleagues across the Trust to research activity for populating proposals, reports, letters, and general communications.
7. Assisting in the regular communications plan including monthly e-bulletins sent out to donors to keep them informed of our work
8. Assisting in the preparation and fulfilment of postal mailings to donors and prospects, which take place throughout the year
9. Liaising with suppliers as required to support delivery of our Major Gifts programme.
10. Assist in the streamlining of the database as required by the Major Gifts team and wider Fundraising team.
11. Working with the Major Gifts Manager, and fellow fundraising colleagues efficiently use the database to plan guest lists, record attendance, and manage responses and correspondence. Additional events administrative tasks may be required.
12. Working with the Major Gifts Manager, and with colleagues in the wider fundraising team to assist in developing and maintaining an excellent knowledge of high value donors and identifying new prospective supporters. Carrying out this activity, according to fundraising best practices.
13. Coordinate next steps and with support of the Manager and Executive utilise the CRM to assign actions that are required of Trust colleagues to ensure continuity, urgency, and deepen our relations with high value donors.
14. Working closely with Fundraising Operations use the Trust’s finance system to arrange payment of suppliers, and ensure the effective recording, and thanking of donations made to the Trust.
15. Lead on ensuring the Major Donor Team’s administration and correspondence is recorded in our CRM to ensure accurate records are kept, and effective donor journeys are delivered, while adhering to the Data Protection Act.
16. Assist in writing and recording correspondence to be sent to Major Donors, requiring accuracy and care in preparing. Communications may be in form of letters, written proposals or ebulletins.
17. Provide mutual administrative support to colleagues across the team to cover absences.
18. Maintain and enhance your personal knowledge, skills and networks to ensure best practice and excellent major donor development and care by playing an active role in the appropriate professional bodies and internal organisational groups.
19. Represent the charity at events as required.
20. Be flexible, with a willingness to work non-traditional hours and be available to travel in the UK.

Contract Type: Permanent
Grade: FC07
Salary: £31,179 – £38,950 per annum
Hours: 36 hours per week
Location: Iona House, Kirkcaldy / Home working
Job Reference: ON000493

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. An ambitious leadership-oriented charity, we’re built on strong values, and those values make us who we are – Fearless, Inviting, Fair and Exciting.

We’re a real Living Wage employer, and we offer a local government pension scheme, generous holiday allowance and flexible working opportunities. If you need to travel for work, we can provide pool cars if you’re near head office or pay travel expenses, so you are not out of pocket! Along with this, you can also access discounted gym/swim memberships and other employee benefits.

The Role
We have an exciting opportunity to join our finance team as an Accounting Technician based at Iona House, Kirkcaldy. The purpose of this post is to assist with the provision of accounting and financial information for Fife Cultural Trust and its Trading Subsidiary. The successful candidate will assist with the preparation of annual budgets, producing and monitoring reports, produce draft accounts and be responsible for the daily management and control of the financial ledger system.

The post is 36 hours per week, Monday to Friday and will include hybrid working.

You can view the full job spec on our current vacancies page on our website.

About You
You will be educated to HNC level (or equivalent) in Accountancy, with knowledge of Microsoft Office (min Intermediate level), especially Excel and experience of working in an accounting environment with ERP systems Oracle, Xero/Sage or similar. You must have strong numerical and communication skills.

This post also includes the leading of two team members therefore a previous track record, or an interest in managing people is preferred.

How to Apply
If you would like to find out more information about this role before applying, please contact Martina Kutzer-Prenzlow, Head of Finance for an informal chat. Contact details can be found our current vacancies page on our website.

When you’re ready to apply, please complete our application form and equal opportunities form and return them to the HR team at hr.fct@onfife.com. The application pack can be downloaded from our current vacancies page on our website.

OnFife is an equal opportunities employer.

We are proud to support the Armed Forces community and are committed to the Armed Forces Covenant.

The closing date for applications is 9am on Thursday 16 May 2024.

The Glenturret Distillery, Scotland’s Oldest Working Distillery, owned in partnership with Lalique, one of the world’s truly great luxury brands and based in an incredibly beautiful location.
This is a unique luxury Scottish brand, with the hospitality business comprising of the Two MICHELIN Star Lalique Restaurant, a busy tourist attraction and Aberturret Estate House. We are a forward-thinking, fast-growing business with ambitious expansion and global business growth plans.

We are currently seeking a highly experienced, supremely organised and self-motivated Executive Assistant to adeptly support the Executive leadership team.

The Executive Assistant is a professional, responsible for supporting the Managing Director and senior-level managers and their departments by performing various administrative tasks. This role will involve efficient coordination, organisation and communication across all departments of The Glenturret Distillery. Including but not limited to diary management, responding to emails, travel bookings, expense claims, minute taking, maintaining filing systems, managing office sundries and office equipment, collating and preparing reports and presentations and supporting with HR administration.

Working closely and confidently with our senior leaders across the business, you’ll be effective at working independently and acting on your initiative.

About You:

The successful candidate should have prior experience as an Executive Assistant/ Personal Assistant, or similar administrative role within a busy office environment with the proven ability to manage a varied workload to achieve priorities and meet deadlines, whilst maintaining high standards of work.

With a positive, resourceful, can-do attitude, you thrive in a fast-paced environment with the ability to work well under pressure and to deal with challenging situations and solving problems in a professional and courteous manner. You’re flexible, adaptable and able to handle multiple tasks and challenges at once; always proactive you love to take the initiative and don’t wait to be asked!

The position requires strong communication skills, attention to detail and flexibility as well as sound judgement and decision-making skills and a high level of integrity and discretion especially when handling confidential information.

A strong and effective communicator, confident and energetic, you adeptly network with all levels of the business and have the ability to foster a positive work environment. Excellent writing, editing and proofreading skills as well as proficiency in MS Office with a high degree of computer literacy is essential.

What is on offer for you!
• Fantastic career and development prospects
• 37 days holiday per year (Pro rata)
• Double matched workplace pension
• Death in service assurance
• Generous on-site discounts within The Glenturret gift shop, The Lalique Boutique,
The Glenturret Café, and The Lalique Restaurant
• Free onsite parking
• Cycle to work scheme
• Discount on gym membership
• Access to the Glenturret Branded Portal offering external discounts in numerous
retailers, travel, entertainment, fashion, health and beauty, food, and drink
• Access to an employee assistance programme
• Use of the Association of Scottish Visitor Attraction membership cards (ASVA)

Scottish Canals are the custodians of the nation’s canal network and surrounding estates.  Our vision is to invest in the canal network to generate lasting benefit for people and communities; celebrating their industrial heritage, ensuring they offer quality green and blue spaces for people and communities and contribute to Scotland’s resilience in tackling climate change.

Our success is rooted in valuing the contributions of our entire team – we care, we create, and we collaborate to continue to deliver a whole range of activities from boating, paddling, walking and wheeling to living and playing and improving what the canals have to offer to our visitors and communities.  We also work collaboratively with our partners and stakeholders to contribute to a wealthier, fairer, greener and more resilient Scotland.

As an employer we offer a truly unique opportunity to be part of our team, help us realise our vision and contribute to safeguarding our heritage and ensuring our canals flourish now and in the future. 

We currently have an exciting opportunity for a Customer & Business Support Assistant

to join our Customer Operations team based at the Canal Office, Seaport Marina, Inverness. You will work within a small office team that have varying responsibilities with no two days the same.    

The role is offered on an 18-month secondment basis, and with a starting salary of £26,110 (Band B).  Working hours are 37 hours per week, Monday – Friday.  

Scottish Canals offer a generous annual leave entitlement of 28 days, plus 10 public holidays, along with enhanced sick pay, discounted shopping vouchers, health cash plan and a contributory pension scheme with up to 10% employer contribution.

Primary responsibilities of the role:

Provide effective frontline Customer Service, dealing with enquiries in person, by phone, email and social media
Efficient, accurate and timely delivery of administrative support, cash handling, dealing with customer accounts
Liaise with other teams across the business
Assist with informing content and maintenance/development of customer information on our website, social media, customer notices and guides
Delivery of marina services such as visitor berths allocation, marine diesel sales and shore power

Qualifications and knowledge required:

Educated to HNC or equivalent level in Business Administration or hold comparable experience in a similar role

Skills and experience required:

Excellent communication skills, approachable, friendly with the ability to deliver relevant information
Show initiative when problem solving and an understanding of time management  
Excellent IT and Administrative skills
Experience of frontline Customer Service

Qualities & abilities required:

A friendly, outgoing approach to team work

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.
• Support the DPIA process, including supplier due diligence and review of third-party contracts, including those involving international data transfers.
• Work alongside internal stakeholders to contain, recover and respond to data breaches and cyber security incidents – acting as the key contact for external stakeholders, including the Information Commissioner’s Office, OSCR and Police Scotland, in the absence of the DPO.
• Support the delivery of data protection and cyber security projects as required.
• Deputise for the Trust’s DPO in their absence.
• Report on risk, incidents and vulnerabilities to the Executive Committee, in the absence of the DPO.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES
Supporter Care
• Co-ordinate and manage the effective delivery of day to day operations of the Supporter Care Team, ensuring all tasks are allocated, monitored and delivered effectively including administration tasks such as dealing with incoming enquiries, outgoing communications and processing memberships, payments, refunds, gift aid, direct debits and mail
• Co-ordinate and oversee effective delivery of other tasks as necessary or directed
• Ensure delivery of exceptional supporter care in response to enquiries via telephone, email, social media, website, letter and occasionally face to face
• Direct individuals to undertake and complete tasks professionally and effectively
• Monitor and report on team performance and effectiveness
• Manage and respond to complaints, escalating to the Supporter Care Manager as necessary
• Identify and recommend process and systems improvements to improve team performance, member service and member experience to the Supporter Care Manager
• Implement and monitor process and systems improvements as agreed with the Supporter Care Manager
• Meet supporter care service targets
• Ensure industry and NTS best practice is adhered to
• Positively influence team culture and performance
• Represent the Trust, communicating effectively and confidently to internal and external team members, colleagues and stakeholders.
• Evaluate supporter feedback and identify ways to maximise supporter satisfaction.
• Ensure that standard operating procedures are documented and maintained.
• Produce written reports when required to do so.
• Proactively establish and develop good working relationships with individuals and departments across the Trust as well as our external fulfilment house and ensure the team has the information they need to deliver to members.
• Monitor the Supporter Care Team to process supporter data in accordance with GDPR and PECR regulations and work closely with the Supporter Care Manager and CRM Manager to ensure supporter data is effectively managed.
People management
• Motivate, support, advise and develop the Supporter Care Team Executives, acting as a first point of escalation for any complaints received.
• Plan team rotas to make sure that there is sufficient cover at all times.
• Lead on developing and delivering training to Supporter Care Team.
• Provide induction and on-going training and coaching of team members.
• Provide team and individual insights to the Supporter Care Manager for the purposes of e.g. formal Performance Review (Annual and Mid-Year).
• Assist with the recruitment of new team members.
Strategic support
• Identify and recommend to the Supporter Care Manager and Head of Membership measures that improve service provision and supporter experience in order to drive achievement of targets and strategic goals

KEY RESPONSIBILITIES

• To deliver exceptional supporter care across multiple channels – In most cases you are the first line of enquiry either by telephone, email, social media, letter or occasionally face to face.
• To be welcoming and helpful for people contacting our charity who may have a question or feedback.
• You will present a professional and proactive approach to supporter retention and recruitment
• You will respond to enquiries in a timely, considerate and caring manner adhering to our specified SLA’s
• You’ll be expected to know the Trust’s activities, products and policies and be able to communicate them confidently to our visitors, members and donors.
• You will be expected to manage supporter data in accordance with GDPR and PECR regulations and be proactive in ensuring data is up to date and accurate
• Provide support to the Supporter Care Manager, CRM manager and other internal departments with time-critical, data sensitive tasks.
• You will ensure all interactions with supporters are logged in the CRM system and where appropriate passed on to the relevant department(s).
• You will take payments from supporters either using an online payment system via the phone or by processing cheques. As well as managing refund requests and payment enquires.
• You will be expected to take responsibility for enquiries and complaints raised by supporters and proactively seek satisfactory and timely resolutions.
• You will be responsible for administration tasks to service supporter relationships including processing memberships, gift aid, direct debits, data cleaning and consents
• You will be involved in various system testing ensuring that they are fit for purpose.
• You will be proactive in process improvement and development and will maintain and create guidance notes for areas of your work.
• You will work with different teams, including those based in our properties to provide training and promote the important of good supporter care.
• You may be involved in outbound retention and recruitment campaigns via telephone, email or mail.

Scottish Canals are the custodians of the nation’s canal network and surrounding estates.  Our vision is to invest in the canal network to generate lasting benefit for people and communities; celebrating their industrial heritage, ensuring they offer quality green and blue spaces for people and communities and contribute to Scotland’s resilience in tackling climate change.

Our success is rooted in valuing the contributions of our entire team – we care, we create, and we collaborate to continue to deliver a whole range of activities from boating, paddling, walking and wheeling to living and playing and improving what the canals have to offer to our visitors and communities.  We also work collaboratively with our partners and stakeholders to contribute to a wealthier, fairer, greener and more resilient Scotland.

As an employer we offer a truly unique opportunity to be part of our team, help us realise our vision and contribute to safeguarding our heritage and ensuring our canals flourish now and in the future. 

We currently have an exciting opportunity for an Administration Officer to join our Governance and Administration team in Falkirk. You will help ensure the office runs smoothly and efficiently delivering an excellent administration service to Chief Operating Officer and colleagues within the Engineering, Estates, Operations and Destinations directorate.     

The role is offered on a permanent basis and with a starting salary of £26,110 (Band B).  Working hours 37 hours per week, hybrid working, Monday to Friday.

Scottish Canals offer a generous annual leave entitlement of 28 days, plus 10 public holidays, along with enhanced sick pay, discounted shopping vouchers, a health cash plan and a contributory pension scheme with up to 10% employer contribution.

Primary responsibilities of the role:

Undertake a range of administrative tasks to support effective working of the Directorate including responsibility for diary management for the teams, minute taking and actions at key meetings, forward planning and scheduling.
Arrange internal and external meetings including agendas and itineraries, distribution of material and travel arrangements. 
Appropriate communications and tracking of action points and deadlines following meetings and events.
Sort, allocate and where appropriate, respond to incoming correspondence to enable it to be dealt with efficiently and by the correct person.
Support the preparation of internal and external reports.
Assist in maintaining and monitoring project plans, project schedules, budgets and expenditures. 
Communicate with customers, suppliers and employees including receiving visitors and customers. Screen calls, deal with issues, take messages and impart information as appropriate. 
Using business systems, maintain confidential and non-confidential records including inputting information, abstracting, and presenting data in a clear and logical format. 
Assist with organising events.
Assist other departments, if required, with admin duties.
Comply with Scottish Canals Health and Safety policy and defined standards. Undertake risk assessments, report incidents and near misses.
Other project work as required.

Qualifications and knowledge required:

Recent graduate, SVQ/NVQ in Business Administration Level 3 or HNC/HND or equivalent.

Skills and experience required:

Proven work experience in secretarial, administrator or similar role.  
Highly proficient in the use of computers and business software e.g. Microsoft office, excel, PowerPoint etc.
Although not essential the ideal candidate will have experience of working in an engineering or project setting,

Qualities & abilities required:

Excellent communication, writing and presentation skills, with strong attention to detail.
Experience of working to schedules and deadlines, with good organisation skills.
Motivated and proactive, with an eagerness to learn and develop.
Experience using MS Office Suite including MS Word and MS Excel.
Ability to prioritise own workload to achieve business led or specifically detailed deadlines.
Ability to work on own initiative using judgements regarding confidential issues and release of information to internal and external contacts.
Use of initiative to interpret and respond to requests for information.
Collaborative and effective team player who can work with colleagues at all levels of the business.
Flexible, positive attitude and setting high standards.

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 recognises 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 Head of Human Resources is a new post, playing a key role as V&A Dundee develops as an organisation and as an employer. This role will work with colleagues to cultivate an exceptional organisational culture and approach that values and supports its people, enabling us to work together to achieve our aims. This role requires strong experience of managing human resources, high situational awareness, excellent communication skills, a focus on relationship building and a strategic outlook, whilst also executing the day-to-day tasks in a seamless and pragmatic way.

Duties and Responsibilities:
This post is responsible for leading on:
-Managing an internal HR team as part of the wider Finance & Planning team, and that works in partnership with V&A Dundee’s Founding Partner University of Dundee

-Establishing a new People Strategy with the organisation that includes the development of values, embeds good practice with a clear action plan

-Leading on Equalities Diversity and Inclusion policy, engagement and plans in relation to HR and Organisational Development

-Providing a relevant, efficient, high quality HR service across the organisation

-Overseeing a full range of the HR functions that are delivered to support the museum’s wider aims and priorities

-Holding broad knowledge of HR policies, best practices and underpinning employment law principles

-Advising the Directors’ Group on HR matters, policy and statutory changes

-Networking with peer organisations nationally, the V&A family and in Dundee to learn, and to scope out any potential for shared and collective approaches and ways of working

The responsibilities of the Head of Human Resources will include:

General
-Lead on HR and organisational development

-Work with the Directors’ Group and other team Heads across V&A Dundee to ensure effective team development and management, acting as a sounding board and coach; providing exceptional HR support, advice, guidance, skills and tools

-Develop a culture that supports staff, encourages learning and collaboration and ensures compliance with relevant legislation

-Oversight of all HR policies, plans, templates and services

-Support managers and staff in ensuring performance is effectively managed, and individuals developed and supported

-Advise on employee relations issues – ensuring that best practice, legal compliance and policies and procedures are always adhered to and, where necessary, partnering with the founder partners or external employment lawyers

-Proactively handle all day–to-day operational aspects of HR

Resourcing
-Work across the organisation to develop an overview of resourcing and recruitment assessing gaps, challenges and opportunities

-Oversee staff recruitment, induction process and handbook

-Review V&A Dundee’s recruitment policies and approach to ensure they are aligned to mission, vision and Equalities, Diversity and Inclusion policy

-Work with directors and teams to develop and deliver the EDI strategy

-Ensure directors and teams are trained and confident to champion EDI across all areas of business strategy, working towards inclusive recruitment and management

-Work with the HR Advisor to support managers with their development, training and with their recruitment challenges, offering ideas, solutions to find quality candidates in the most efficient and inclusive way

-Manage relationships with outsourced services such as occupational health, counselling, employee assistance, employment legal advisors

HR Management Information, Reporting and Analysis
-Overview of HR calendar ensuring alignment with operational delivery

-Act as the owner and Systems Administrator/Super User for the HR Information System; build new and schedule regular HR reports; analyse management information to provide accurate insight into key employee trends as required for different areas of the museum

-Analyse people trends and metrics in partnership with HR Advisor to help develop solutions

-As a publicly funded body, report on a range of metrics to demonstrate a fair use of public funds

Pay and Reward
-Benchmark salaries to ensure we are competitive in the market

-Lead on annual salary review process; provide information and attend the annual Remuneration Committee.

-Implement succession planning and talent management processes at regular intervals

-Consider ways to add value to staff by reviewing the pension, benefits package and supportive HR policies

-Oversee Pensions

Learning and Development
-Lead on the development and implementation of new and existing training programmes

-Implement and monitor development and progression programme, creating an internal pool of talent

Engagement and wellbeing
-Develop a staff welfare, wellbeing and engagement strategy

-Support stakeholders to interpret engagement scores and implement effective action plans to improve engagement

-Advise the Staff Forum and Health & Safety Committee

Team Management
-Provide line management support to the HR Advisor, setting annual objectives, provide ongoing support and identifying development needs

-Allocating appropriate case work and supervising delivery

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.

This role directly supports the Director of A&S by providing daily administrative support ensuring effective delivery against directorate outcomes and Trust-wide business requirements.

This role is responsible for coordinating meetings, plans, action tracking, budget and information management across A&S and for its four departments of Communications, Fundraising, Marketing and Membership to ensure overall delivery against the Trust’s Corporate Strategy and the directorate’s own activity plans.

It acts as a directorate secretariat making arrangements and bringing together for cross-functional and interdepartmental initiatives and carrying out general administrative processes as required.

KEY RESPONSIBILITIES
• Support the Director of A&S to coordinate, track and report on business activity which fulfils the Trust and directorate strategies:
o Overall tracking of financial transactions and procedures, monitoring and reporting at a whole directorate level. This includes providing support on the placement of purchase orders.
o Data Protection as the directorate’s data champion.
o Information management, e-files & folders.
o Tracking of team compliance with mandatory training.
o Tracking of risks which relate to the team.
o Cyclical formal papers and reports to Board and Executive Committee (ExCo).
o Coordination of any external and internal audit actions.

• Collate A&S objectives and activities into an operational plan; monitoring progress against the plan; reporting progress and liaising with senior colleagues on remedial actions or changes they need to make.
• Coordinate the A&S Planner driving timely input and update across each of the four A&S teams.
• Management of information, collaborative working on Microsoft Sharepoint/Teams file storage & sharing and associated operational guidance
• Document key Audiences & Support work-processes, analysing their effectiveness, and supporting team-leads with their continuous improvement.
• Support the Audiences & Support Director by dealing timeously with paper and email correspondence, telephone enquiries, organisation of meetings, events, lunches, travel, accommodation, diary management, taking/distributing meeting notes or actions, collating credit card transactions and the coordination and provision of support documents (e.g. files, reports, minutes, meeting papers).
• Maintain the Audiences & Support Outlook calendar (schedule key meetings, interviews, events, etc.)
• Supporting the wider directorate with (for example, but not limited to):
o Collaborative team events.
o On-boarding, induction, and training of new (Department) colleagues.
o General administration.

REQUIRED QUALIFICATIONS, SKILLS, EXPERIENCE & KNOWLEDGE

Essential
• Significant experience as a business executive or executive assistant
• Significant experience of working in a multi-team department, and/or across an organisation with multiple departments and locations
• Excellent communication and interpersonal skills – able to interact with wide range of people tactfully and diplomatically, including those with a high public profile – therefore a confident user of the English language (written and spoken)
• Highly organised with excellent planning and administrative skills. Hands on experience in using Microsoft 365, Sharepoint, Teams and Planner
• The ability to maintain absolute confidentiality.

Desirable
• A recognised entry-level qualification in Business Administration or similar.
• An empathy for the work of the National Trust for Scotland.
• A current driving licence valid for driving in the UK.

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 Programme at V&A Dundee is delivered by a dynamic and enthusiastic team, passionate about creating engaging, meaningful, challenging and enjoyable programmes and experiences for our visitors. We are looking for a Programme Assistant to provide operational and administrative support to the Exhibitions team. The role will work across the organisation to support holistic and cross-organisational working to ensure the smooth delivery of the museum’s programme of exhibitions and events. As a member of the Exhibitions team, the Programme Assistant contributes ideas to the museum’s programme, is essential to the department’s collegiate work environment and liaises with other internal departments and with the professional design world, in one of the most dynamic design environments in Europe.

The Programme Assistant works with a small and busy team on the realisation of exhibitions and commissions working with designers, lenders and design institutions. The Programme Assistant will work on all aspects of programme development and support on delivery comprising curatorial, registrar and project management related responsibilities. The role includes supporting on smaller scale exhibitions and displays and supporting the Curators and Assistant Curators on exhibition projects running concurrently, including historic and contemporary exhibitions with objects from UK and international collections.

Duties and Responsibilities:
General

-Organise meetings, circulate agendas, take minutes in coordination with department Leads

-Support the Programme Director with diary management and scheduling meetings

-Arrange accommodation, travel, per diems and schedules for visiting artists, designers, speakers, couriers etc

-Attend weekly Operational diary meetings, identify potential clashes within the programme and book out museum spaces on the internal calendar as required

-Deal with routine enquiries to the Programme team, making sure relevant colleagues are informed and drafting responses if required

-Assist with the editing and proof-reading of texts, including label copy, information panels, Learning resources, website content, press releases, gallery guides, public programme copy etc

-Assist with any research and development required to deliver programme

Exhibitions and Displays

-Maintain computerised and manual records and files relating to exhibitions, archiving documents where appropriate, to facilitate better cross-departmental working

-Maintain general departmental budget records, specifically liaising with Finance to ensure departmental financial reconciliation is completed in a timely manner

-Assist the Assistant Curators in researching and organising department studio visits to designers and makers across Scotland, as well as away-day meetings

-Assist with the installation and dismantling of temporary exhibitions and displays when required

-Assist in maintaining object lists under the direction of Curators and Assistant Curators

-Assist the Curator with the completion of core paperwork including the completion of Government Indemnity applications

-Liaise with the Personal Executive Assistant and Office Manager to co-ordinate meetings as required between the Programme team and Director

Public Programme

-Assist with maintaining budgets for public programmes projects meticulously and in a timely fashion

-Assist event planning administration and delivery of live events, in museum and online – including drafting event plans, schedules, updating organisational calendars and booking access provisions (BSL interpreters) etc

-Provide operational support to the Creative Programmer in preparation for and during the delivery of live events, in museum and online

-Assist with compiling, checking and inputting information for the What’s On process

-Assist with event recording and gathering feedback post production

Learning

-Facilitate effective communication with Learning team colleagues to uphold seamless information exchange throughout the Programme department

-Work with colleagues in Learning to diarise cross-team events, aways days and meetings

Other

-Promote equality and diversity in all aspects of your work by developing and maintaining positive working relationships, ensuring that colleagues are treated fairly and with respect/dignity and actively contributing to developments that support the museum’s strategy for widening access, inclusion and diversity

-Be committed to health and safety and ensure familiarity with all of the Museum’s health and safety policies and procedures

-Ensure familiarity with Child Protection policy and procedures

-Be security conscious, ensure familiarity and co-operation with all museum security procedures

-Some weekend and evening work will be required on an ad hoc basis to support the public programme, this can be reclaimed via our Time Off in Lieu policy

-Carry out any other ad-hoc duties under the direction of department leads

Person specification
Essential

Academic study, work experience, or professional experience relevant to this role

-Excellent communication and accuracy in written communication

-Proven IT skills with experience of Microsoft Office, namely Word and Excel

-Ability to manage priorities and work to deadlines

-Excellent organisation skills and impeccable attention to detail

-An ability to work confidentially, handling sensitive information

-Ability to contribute to and promote an inclusive, respectful culture within a team

-Ability to work as part of a team and independently, remaining calm under pressure

Desirable

-Previous experience of working with key stakeholders such as curators, designers and artists

-Knowledge of contemporary design, designers and design world networks and debates

Deadline for applications: no later than 17.00, 18 April 2024. Interviews will take place week commencing 22 April 2024.

This is a fulltime 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.