Admin, Finance & IT

We are looking for a personable individual to join our office team to manage incoming customer orders and give support to our sales team. If you’re organised, great on the phone and are passionate about customer service we’d love to talk to you.

Lomond Books Ltd is a publisher, wholesaler and distributor servicing a varied range of trade and public customers throughout the UK and abroad. We are customer driven and offer a customised service selling books, calendars, maps, postcards, greetings cards, fridge magnets, jigsaws and toys.

This is a key role within a small team and you will be dealing with customers and all things order related, so you need to be organised and methodical. Attitude is really important – you must be approachable and be able to build rapport with different types of people – plus be comfortable making recommendations and helping customers with positive buying decisions. A great phone manner is essential as well as a commitment to delivering exceptional customer service.

What you’ll be doing:

– Processing trade and public orders received from various channels.

– Answering and fielding incoming calls and dealing with customer order and product queries.

– Managing correspondence in generic sales and orders email inboxes.

– Dealing with all aspects of customer order requirements for example requesting purchase orders, taking cash with order payments, special orders, arranging overseas carriage, booking in deliveries.

– Making tele-sales calls to a range of customers.

– Maintaining customer information such as price lists, product lists.

– Assisting with marketing duties including blast emails and social media posts.

– Providing admin/sales support to the sales team and management plus holiday cover for the sales office.

What you’ll need:

– SCQF Level 4 Maths and English (or equivalent).

– Excellent computer literacy and total familiarity with Microsoft Word, Excel and Outlook.

– Great verbal and written communication skills and be able to write articulate and concise emails.

– A solid background in administration-based positions in a commercial environment with experience in a customer facing role will be very beneficial.

– The ability and desire to deliver exceptional customer service.

– A pleasant, approachable attitude and a great phone manner – and enjoy talking and interacting with customers.

– Ability to progress multiple priorities and able to adjust your work rate to cope with the demands of a seasonal business.

– A good memory.

Interested?

Apply to Jackie Brown, Managing Director by email to jobs@lomondbooks.com or via our website.

Include a covering letter telling us a bit about yourself and why you would like to join us and attach your current CV. Make sure and include a phone number as a telephone call will be the first stage of the application process.

For full information visit our website and select the We Are Recruiting! tab. Job description and person specification plus company information are available for download.

JOB PURPOSE

To contribute to the smooth running of the North-East portfolio through the operational management of the North East Regional Office, provision of general administrative services to the regional team, and provide confidential Personal Assistant (“PA”) support to the General Manager.

Key Responsibilities and Accountabilities

The purposes of the role will be met by:

Managing office facilities, which includes (but is not limited to):

o Overseeing the general planned maintenance of the building, and organising ad hoc repairs;
o Supervising office cleaning services, and external garden area maintenance (currently out-sourced);
o Maintaining key safe and security/access arrangements for staff and visitors;
o Acting as “Fire Warden” for regular testing and activations;
o Acting as first-point-of-contact with the Trust’s ICT department over all IT and telephony requirements, maintenance, and issues;
o Supervising maintenance of contracted office equipment (e.g. telephones, photocopier, video-conferencing);
o Sourcing/ordering/maintaining minor office equipment and supplies (e.g. laminator, comb-binder, shredders, stationery);
o Sourcing/ordering domestic office supplies (e.g. cleaning supplies, toilet rolls/paper towels, tea/coffee/milk etc);
o Managing meeting-room bookings, set-up, and catering arrangements;
o Organising and overseeing rubbish collection, and recycling arrangements;
o Being “first point of contact” for office visitors;
o Maintaining the office’s “Health and Safety” portfolio;
o Providing general office induction to new staff/volunteers;

JOB PURPOSE

The purpose of the Retail Merchandise Admin Assistant role is to support the Retail and Merchandise Department in the administration of product ranges, invoices, financial reconciliation, commercial reports, POS, and communication. The role is responsible for ensuring that customer service standards are maintained to a high level, that data is maintained accurately, and that opportunity for retail income and stock productivity is maximised through effective administration.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

• Act as a first point of contact for enquiries to the Retail and Merchandise Department, through telephone and email boxes.
• Working with the Merchandise Manager, manage the administration of adding new products to the Trust’s Stock Management system, including liaising with suppliers to ensure accurate data, updated pricing, maintaining a product image database, and managing the collation of samples and catalogues.
• Manage the flow of paperwork between the Trust’s Retail, Procurement, and IT Departments to ensure the timely setup of new suppliers
• Review stock regularly and support the Merchandise manager to plan relevant transfers throughout the season, maintain stock accuracy and support with the planning of annual stocktakes
• Work with Product Managers to raise POs for retail orders
• Support the Merchandise Manager to collate and produce weekly and monthly retail stock and sales reports using data from multiple systems
• Liaise with Suppliers, Properties, and the Trust’s Finance Department to ensure timely payment of invoices to Retail Suppliers, including managing and resolving any invoice discrepancies.
• Manage the Retail Department’s Intranet site and associated shared drives, files, and folders to ensure accurate and up-to-date communication with Properties and the wider Trust estate
• Support with the co-ordination of internal Trust wide publications (e.g., One Trust, Events Calendar etc)
• Manage the retail departments sample cupboards, filing, records and archives to ensure information is properly stored and available when required
• Ensure that all retail policy and procedures guides are kept up to date
• Provide any additional administrative and customer service support as required

The normal day-to-day duties of this role are such that criminal records check at [x] level or membership of the PVG scheme] is not required. (The correct format of this sentence must be included here – even if no criminal records check or PVG is required – contact People Operations & Policy team for advice).

Glasgow Science Centre (GSC) is an educational charity and leading science centre and visitor attraction with a 5-star status. Our mission is to inspire everyone to explore and understand the world around them and to discover and enjoy science.

We are a place of learning, creativity, curiosity, and fun, inspiring and empowering around half a million people every year, both inside and outside our amazing centre in Pacific Quay, on the banks of the Clyde.

Our state-of-the-art centre contains more than 450 interactive exhibits, a digital planetarium, a science show theatre, Newton Flight Academy, a teaching laboratory, an IMAX cinema, and a maker space. We also take science out of our centre and across Scotland with our On Tour programme and our Community Engagement Programme works closely with people in our local communities.

Our staff are vitally important to us and play a key role in achieving our mission. We value diversity in our workforce and want our workforce to reflect the diverse communities we serve bringing a range of skills, experiences, knowledge, and ideas to help towards our mission.

Our company values are important to us as they underpin who we are and how we work, what we believe in and stand for:

We strive for excellence

We are inclusive

We innovate

We collaborate

ABOUT THE ROLE

Are you committed to seeking excellence, creativity and innovation? Do GSC’s mission and values excite you? Do you want to work in a positive, vibrant and collaborative environment?

We are recruiting for a Deputy Financial Controller to deputise for the Financial Controller in their absence, and support them in delivering accurate, timely and high-quality financial information to internal and external parties. The post holder will provide support to all department and project managers with financial issues, and will be responsible for the management and development of the Finance team.

You will be qualified/newly qualified with a recognised accounting qualification (ACCA/CIMA) and will be highly proficient in using Microsoft office packages including Teams and SharePoint. You will have excellent communication and interpersonal skills whilst dealing with non-financial departments, and excellent organisational and problem solving skills. You will have a high degree of commitment to GSC’s vision, mission and values.

If this sounds like you then we would love you to get in touch!

JOB PURPOSE

To take responsibility for the accurate and timely processing of banking transactions, and the daily reconciliation of all of NTS and NTSE bank accounts. To produce daily closing balance reports and to work with the Treasury and Investments Manager to improve and develop cash reporting within the Trust.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

• Take end-to-end ownership of the posting and reconciliation of NTS/NTSE bank accounts, escalating any issues to Cash & Ledgers Manager
• Responsibility for the preparation and circulation of Daily Balances reports
• Frequent engagement with both Central and Regional teams to identify transactions and ensure they are recorded accurately.
• Liaise with banks/external agencies as necessary to resolve queries quickly and efficiently.
• The role reports to the Cash & Ledgers Manager, however the applicant will also work with the Treasury and Investments Manager to
o provide existing cashflow forecast information.
o further develop cash reporting and KPI’s
o Create & submit period end report information.
o Improve Cash handling processes across the Trust.
o Improve process for the management of cash floats at properties.
• Comply with all Trust policies and procedures and proactively identify improvements to current processes and ensure these are fully documented.
• Ensure Fraud awareness training is up to date and challenge any odd or suspicious entries with escalation to manager if necessary.
• Provide cover/assistance, as required to other team members in Sales ledger/Purchase ledger functions.

Full-time and permanent
Salary £27,119 – £29,582 per annum (Band 6)
Pay award pending plus generous benefits package
Hybrid / flexible working

About the role

Are you looking for an PA role with a difference? We’re looking for an experienced, professional Administrator to support the Chief Operating Office – Leadership Team (COO LT). 

The role does have some of the typical duties you would expect – email management, organising meetings, minute taking, collating presentations, and drafting correspondence, to name a few. However, the focus will be working autonomously to keep a track of projects, high level plans, conducting research and completing a wide range of tasks for the Chief Operating Officer (COO).

So, if you love being organised, using basic spreadsheets, have great attention to detail, and you excel at supporting / co-ordinating projects, then we want to hear from you!

Whilst an interest in art would be great it’s not essential. However, you must already have extensive experience providing PA support at this level. The ability to work under pressure, flexibly and with professionalism are essential. It’s a busy role which requires a high level of interpersonal skills, diplomacy, and confidentiality.

The difference you’ll make

A considerable amount of time will be focused on supporting the COO however, you will also assist the COO LT, specifically the Director of HR and the Project Office Manager. The Operations team includes HR, Visitor Services, Security, IT, Estates, Procurement, Projects Office, and Health & Safety along with responsibility for a range of change and improvement projects across the organisation.

As the first point of contact you will be required to be well informed, and helpful to our key stakeholders. Your duties will be wide ranging from arranging and co-ordinating key meetings to supporting the COO LT issue high quality management information to the Leadership Team and the Board of Trustees.

The duties also include:

– Helping to plan and fulfil the COO’s daily programme.

– Playing a considerable supporting role to the COO Project Management Office. Supporting the Project Office Manager and the COO – providing a timeline plan of key dates and collating project reports. 

– Organising the COO Programme Group and Programme Steering Board – finalising agendas, receiving and collating papers as well as producing minutes.   

– Solving problems and making decisions on daily work priorities with support from the COO.

Other duties include: 

– Managing and actioning correspondence, prioritising emails and identifying actions.

– Report co-ordination – ensuring reports are prepared on time by the relevant parties and collating information effectively. 

– Providing project support – carrying out research to help develop project plans, tracking actions and organising meetings.

– Organising travel arrangements, events, hospitality, and meeting and greeting guests. 

– Co-ordinating and attending meetings, taking minutes where required and monitoring deadlines. 

– Working with the Director of HR to co-ordinate and attending key meetings, taking minutes where required and monitoring deadlines; minuting the formal meetings held with our Trade Unions; general co-ordinating and setting up other meetings as required; including tracking relevant agreed actions. Providing the Director of HR with procurement administration support.

Who we are looking for

In answering our quick questions tell us more about you, how you meet the requirements, and what you will bring to the role. This will be your opportunity to stand out as well as tell us what you are looking for from us. To succeed in this role, you will need the following range of knowledge, skills, and experience:

– Proven extensive experience providing high level Administration and PA support to Senior Management. 

– Outstanding communication skills and excellent telephone manner with the ability to work with wide range of people including an understanding for the need for discretion and confidentiality.

– Experience of working with little supervision, using own initiative to make appropriate decisions/problem solve to meet strict deadlines.

– Strong organisational skills and ability to prioritise busy workload, identifying and raising potential issues in advance. 

– Excellent literacy skills with ability to draft and proof-read emails/documents with meticulous attention to detail and accuracy.  

– Excellent IT skills (minimum intermediate level) – MS Office, OneDrive, and Teams. 

It would help if you also have:

– Experience of diary management.

– Understanding of museums or galleries.

– Knowledge of Gaelic and/or other European languages.

For more information, please see the attached job description or visit our careers portal.

The closing date for completed applications is 12 noon on Wednesday 21 June 2023.

JOB PURPOSE

You will be responsible for the providing administration support to three properties within the Aberdeenshire North area, including Fyvie Castle, Haddo House & Castle Fraser. You will ensure all general administration is undertaken diligently, efficiently and carried out within the Trust’s procedures and policies.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

Ensure all general administrative tasks are undertaken efficiently, effectively and timeously, including (but not limited to):
• Property correspondence (mail, email and telephone);
• Filing and record-keeping;
• Diary Management;
• Processing membership applications for the sites;
• Meetings support (agendas, minutes, support documentation);
• Cashier duties (reconciliation and recording);
• Data entry of takings, statistics – weekly, monthly and ad hoc;
• Purchase ordering – as required;
• Invoicing

You must be flexible to meet the needs of the property, this will include weekend working.

Department specific – visitor services

• Embody the Trust’s values;
• Provide excellent customer service and care to all staff, visitors and volunteers.

QUALIFICATIONS, SKILLS, EXPERIENCE & KNOWLEDGE

Qualifications

Essential
• Qualification in business administration – HND or Diploma – or relevant experience.

Experience
Essential
 Cash handling experience
 Ability and competence to intermediate level in MS packages – Word, Excel, Outlook and Powerpoint.
 Possess excellent communication skills (written and oral);
 Must be diligent and accurate with excellent eye for detail;
 Excellent customer care skills
 Well-developed time management and organisation skills – ability to prioritise workload.
 Current driving license

Desirable
 Previous experience providing administrative support to a number of different departments highly desirable.

DIMENSIONS AND SCOPE OF JOB

Scale
• Three large heritage visitor attractions that run both tours of the sites, but also hospitality events, catering and retail outlets.

People Management

• Not a line manager.
• The post-holder will work frequently with the wider property staff and volunteers and regional team.

Finance Management

 No budget responsibility.
• Access to PC and relevant IT systems, i.e. standard NTS management systems including Intranet, T:Drive, Microsoft Dynamics, EPOS.

The Key Responsibilities, Scope of Job, and Required Qualifications, Skills, Experience & Knowledge reflect the requirements of the job at the time of issue. The Trust reserves the right to amend these with appropriate consultation and/or request the post-holder to undertake any activities that it believes to be reasonable within the broad scope of the job or his/her general abilities.

PURPOSE OF JOB

The Black Watch Castle and Museum is a 5-star visitor attraction and home to a varied archive covering many aspects of Regimental life including diaries, letters, army forms, service records and much more. There are roughly 15,000 archive materials in our collection covering the period c.1745 – 2006. We are currently seeking a Project Archivist to join our vibrant team to continue the cataloguing of our collections, under the supervision of the Museum Archivist.

MAIN DUTIES AND RESPONSIBILITIES

• Identify and appraise collections to be catalogued as a priority
• Create an item level catalogue for any identified collections
• Identify packaging and preservation needs
• Maintain project administration
• Update collections management system (Adlib) and Discovery
• Identify archive material for education/events/community outreach
• Supervising archive and collections volunteers and researchers

6 Month Fixed Term Contract