Admin, Finance & IT

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.

CONTEXT
The National Trust for Scotland is the charity that cares for, shares and speaks up for Scotland’s magnificent heritage. Since 1931, we’ve pioneered public access to and shared ownership of some of the most magnificent buildings, collections and landscapes in Scotland. We’re Scotland’s largest membership organisation and we’re independent from government.
The Audiences and Support Directorate brings together a range creative and specialist skills to build support for our charity. Working closely with colleagues across Scotland, we protect, enhance and build the Trust’s reputation, positioning our charity as a leader in protecting and sharing Scotland’s natural, cultural and historic places for everyone to enjoy. By listening to our audiences and placing them at the heart of what we do, we grow support for our charity; increasing membership, inspiring visits and generating vital income through philanthropic work.
JOB PURPOSE
This role is responsible for planning, developing and delivering engaging content for our staff and volunteers across a range of internal channels, supporting our shared communications vision. The postholder collaborates with stakeholders across the National Trust for Scotland supporting local and national organisational objectives.
The Trust is committed to open and effective internal communication. Everyone has a part to play in achieving our internal communications vision, helping ensure colleagues voices are heard and where easy access to information which empowers people in their roles.
This role backfills an internal secondment.

Hours: Full Time/ Part Time (4-5 days Per Week)
Duration: Permanent

We are looking for an exceptional Assistant Accountant to join our happy and high performing team. This position presents a rare opportunity to join Tripadvisor’s No.1 UK Attraction, The Royal Yacht Britannia, a leading five-star visitor attraction and exclusive events venue with an outstanding reputation for quality and customer experience, and the team behind our sister ship, Fingal, Scotland’s only luxury floating hotel (Scotland’s AA Hotel of the Year 2023 and Edinburgh’s No.1 hotel on Tripadvisor).

This role offers an exceptional opportunity to gain a broad range of accounting experience across one of the visitor attraction/hospitality industry’s leading businesses.

Company benefits include:

– 6.6 weeks/33 days pro-rata, annual holiday entitlement (one week/5 days pro-rata more than statutory min).
– Hybrid working opportunities.
– Performance and loyalty payment scheme.
– 10% employer pension contribution, with a choice to contribute up to a further 5% yourself, which would then be matched by us as well! (so 20% potential contribution to your pension).
– Free car parking for staff.
– Up to one week/5 days pro-rata, long service holiday entitlement.
– Life Assurance.
– Employee Assistance Programme.
– Complimentary tickets and staff discount (Britannia and Fingal Hotel and other luxury hotels).

Finance Team

The Finance Team, under which this role sits, is involved in a wide range of activities, ranging from day-to-day financial processing, to playing a role in formulating the organisation’s financial strategy. We provide support to Britannia and Fingal’s managers and staff who are responsible for delivering quality experiences to our visitors. We are looking for an Assistant Accountant to join the friendly team on board (your office would be on Britannia!).

The Assistant Accountant Role

The core purpose of the role is to provide support to the Senior Finance Manager, Finance Manager and wider Finance team in both management and financial accounting disciplines.

Critical to the success of the role will be to gain an active understanding of each department, so that direction and advice can be given on all aspects of month end reporting, budgets, forecasting and other financial and non-financial matters relating to the development of the company.

The post holder is required to use their initiative and be pro-active in supporting the Senior Finance Manager in seeking to improve the companies’ financial position, performance, and mitigation of risks.

The post holder will support the Finance Managers, Managers, and Directors in monitoring and taking remedial action to ensure financial performance meets key corporate performance indicators.

Main Duties, Responsibilities & Accountabilities:

– Working in conjunction with the Senior Finance Manager, Finance Manager, and wider Finance team to ensure the delivery of high standards of transactional processing, as well as providing excellent financial guidance and support to the business.
– Support the Senior Finance Manager and Finance Manager in the preparation of the monthly management accounts, including undertaking tasks such as accruals & prepayments, stock adjustments, fixed assets and tax, all in accordance with the month end timetable.
– Preparation and review of monthly management information packs for Directors and Managers.
– Post month end, meet with certain Directors to review performance against budget and provide guidance as and when required.
– Support the Senior Finance Manager to ensure the delivery of revenue and capital budgets in accordance with budget timetable.
– Support the Senior Finance Manager in the preparation of the Annual Reports for both the Group and trading subsidiary.
– Carrying out ad hoc reporting where required by the Senior Finance Manager or Finance Team.
– Take ownership of the company’s aged debt including effective credit control management.
– Take a lead role in developing the finance team’s reporting capabilities from our new Finance system – Access Financials.
– Ownership for the Gift Aid process, including month submission and reconciliation.
– Undertaking daily/monthly monitoring of company financial information.
– Supporting the Senior Finance Manager in ensuring that appropriate internal financial controls exist across all departments.
– Preparation of various regulatory returns, including VAT and National Statistics.
– The successful candidate will be trained in other aspects of a busy Finance Office including Accounts Payable, Daily Sales, and Treasury, and will undertake these roles when the other Finance Assistants are on annual leave.
– Carrying out any other duties as may be requested from time to time by the Director of Finance & Administration, Senior Finance Manager and Finance Manager.
– Other ad hoc duties as required.

Accountability

The Assistant Accountant is accountable to the Senior Finance Manager.

Qualifications

– Good level of education with at least GCSE / Standard Grade / National 5 English & Mathematics at Grade 1-3 or equivalent is essential.
– AAT Part Qualified or equivalent experience is desirable.

Experience

– Basic understanding of accounting principles (debits & credits) is essential.
– Minimum of 2 years’ experience at Finance Assistant level or above is essential.
– Ability to use IT systems efficiently and effectively (MS Word, Excel) is essential.
– Experience of using accounting software (we use Access Financials) essential.
– Ability to work with bespoke IT systems is essential.
– Excellent understanding of accounting principles is desirable.
– Relevant work experience in a similar organisation or background is desirable.

Personal Attributes

– Sound, consistent personal organisation, and effective time management.
– Ability to work relatively independently with minimal supervision.
– Ability to work effectively and participate fully within a team environment.
– Ability to provide accurate, relevant responses to both the finance team and external parties.
– Manipulation and presentation of financial data to suit needs of varying recipients.

Personal Qualities

To excel in this role, you will need: strong communication skills; an eye for detail; good organisational skills; a positive and flexible approach when managing a busy and varied workload. It is also essential that you are passionate about delivering excellent internal service and have a very good sense of humour!

If you feel you have the personality, skills and experience we are looking for, then we would love to hear from you.

How to Apply:

Please send your CV and a tailored covering letter outlining why you feel you would be suitable for the role of Assistant Accountant to: jenny.dall@tryb.co.uk.

Closing date: 19 January 2024.

Interviews: TBC

No agencies please.

Please note, depending on the volume of applications we receive, we may be unable to respond to unsuccessful candidates. If you have been selected for interview, you will be contacted directly.

Are you passionate about customer service? Do you have an eye for detail? Do you have the enthusiasm required to be part of the team responsible for measuring the quality of experience at historic attractions across Scotland?

The Quality Services Assistant role at Historic Environment Scotland offers exciting opportunities to build relationships across the organisation and beyond, acting as the main point of contact for internal colleagues and external suppliers relating to our Quality Assurance programmes. You will work to enhance the visitor experience at our properties in care. You will also provide essential insights into visitor feedback, based on survey data and analysis, which helps shape the organisation’s approach to customer service standards.

You may be asked to travel to develop your understanding of the visitor experience and build essential relationships with onsite teams across Scotland.

(Library, Archive and Print Room)
Full-time, Permanent, On-site
Salary £25,863 – £26,991 per annum (from January 2024)
Plus generous benefits package

About the role

Do you have a qualification and/or experience in art history? Do you have a passion for research with excellent attention to detail? Do you enjoy dealing with the public and meeting new people? If so, we have a wonderful opportunity to join our team.

In this role you will support the provision of public access to Library, Archive and Print Room collections. You’ll be looking after visitors to our public study spaces, retrieving and reshelving collection materials, carrying out collection cataloguing tasks, and answering enquiries.

You will also help us work towards our move to The Art Works. This exciting and transformative initiative will deliver a sustainable new facility in Granton to care for, research and share Scotland’s renowned art collection.

You will already have some research experience which can come from any background, or it could have been post-doc. However, you will be keen to develop your skills and knowledge of reference, archival and works on paper collections.

The difference you’ll make

Reporting to the Librarian, Modern and Contemporary Art your responsibilities will include but not be limited to:

– Facilitating access to the collections in our public study spaces, for individual researchers and group visits.

– Ensuring a high standard of care, access and security for the works in these collections.

– Retrieval and re-shelving of material as required.

– Answering enquiries from the public, in person, by phone and email, using a range of print and online resources, with responsibility for managing the relevant email inboxes.

– Maintaining visitor statistics to agreed standards.

– Assisting with the physical management of collections and collection audit activity. Undertaking specific house-keeping tasks, as required, including best practice in the handling and preservation of collections.

– Cataloguing of the Works on Paper, Archive and Library collections. Facilitating digitisation of collection objects, when required.

– Assisting Print Room, Archive and Library staff in collection readiness for The Art Works.

Who we are looking for

To succeed in this role, you’ll need the following range of knowledge, skills, and experience:

– You will have a qualification in art history or demonstrable knowledge of a subject area relevant to our collections.

– You will have some experience of working in a research environment (library, archive or print room).

– You will have excellent written and verbal communication skills.

– You will have experience of dealing positively and effectively with visitor enquiries.

– You will also have excellent organisational and administrative skills, including an ability to prioritise effectively and work accurately without close supervision.

– You will be able to demonstrate a commitment to supporting ambitious equality, diversity and inclusion priorities.

– You will be an effective user of IT packages, including MS 365.

It would also be great if you have:

– A particular interest in archives and/or works on paper.

– Practical experience of object handling in a museum/gallery context.

For more information, please visit our careers portal.

The closing date is 12 noon on Wednesday, 3 January 2024.

This job works with colleagues across the Trust to enable improved performance of individuals and teams, through learning & development, engagement, and recognition. You’ll work across the whole spectrum of organisational development disciplines and drive our ambitious agenda of new projects and recurring programmes of activity.