Jobs in Inverness Central, Highland

JOB PURPOSE

Join the National Trust for Scotland and support Scotland’s Nature and Heritage. The Highlands and Islands region are seeking an enthusiastic and passionate individual to join the Administration Team based at Balnain House.

As a Receptionist and Administration Assistant you’ll be one of the first people to greet visitors to the regional office and welcome the regional team. You’ll be responsible for providing administration support to the Office Manager and the wider team based at Balnain.

We’re looking for someone who enjoys a varied and dynamic role. You’ll be expected to work with IT and finance systems, book meetings, and undertake general administration duties with efficiency and accuracy.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

Ensure all general administrative tasks are undertaken efficiently, effectively, and timeously, including (but not limited to):

• Reception
• Inducting staff and visitors to the building
• Property correspondence (email, telephone and mail).
• Filing and record-keeping in line with data protection regulations.
• Facilities support (room bookings, support documentation).
• Data entry of deliveries – weekly, monthly, and ad hoc.
• Diary Management, recording meetings and appointments in diaries.
• Support with developing and preparing reports, and/or presentation material
• Purchase ordering and coordination with suppliers.
• Maintaining stock control for Balnain House including First Aid box, replenishing stock as and when required.
• Assisting in Health and Safety compliance for the building, including the reporting of accidents and incidents, and maintenance of the property’s Safe System of Work documents.

A level of flexibility is expected on occasion to meet the needs of the property.

QUALIFICATIONS, SKILLS, EXPERIENCE & KNOWLEDGE

Qualifications

Essential

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

Experience

Essential

• 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 an excellent eye for detail.
• Excellent customer care skills able to demonstrate care to staff, visitors and volunteers.
• Well-developed time management and organisation skills – ability to prioritise workload.
• Ability to embody the Trusts’ values.

Desirable

• Previous experience providing administrative support to several different departments is highly desirable.

Working pattern: 14 hours per week, flexible. In-person or hybrid, minimum requirement to be present 1 day/month in Inverness (NB travel costs for in-person days are not covered). The existing staff team work predominantly in-person however we recognise that this Finance Officer role is very well suited to hybrid working. We actively encourage applicants who may be returning to work after a career break, combining the role with caring responsibilities or considering semi-retirement. NB we have carefully scoped the demands of this role and are confident that 14 hours per week is sufficient for the size & complexity of our organisation.

Benefits: We are one of just three charities to have achieved a Highland Employer Charter Gold Award. We are a Disability Confident employer. Our beautiful office is located in the historic Merkinch Welfare Hall. We have a kitchen, showers and changing facilities, free car parking and secure indoor bike parking. We think it’s an amazing place to work! We also provide:

• 14 days annual leave (based on full time allowance of 35 days)
• Time off for training and financial support for training / exam costs
• Modern family friendly working environment including enhanced maternity & parental leave
• 8 days paid sick leave (based on full time allowance of 20 days)
• Flexible working around any caring responsibilities
• Subsidised gym membership

About the role

This is a rare opportunity to work in a small organisation where you can have real impact and real job satisfaction in our friendly small charity. You will see your financial data translating directly into high quality decision making. You'll provide financial advice to the Chief Officer and work closely with our Board of Trustees. We have a very supportive Finance Subcommittee, which currently includes two highly experienced Chartered Accountants.

Primary Purpose of the Role:

The overall purpose of the role is to maintain financial transparency and strong financial controls across the organisation. There will be a focus on managing grants and donations, supplier payments, and internal financial processes. We have a mixed income model with grants, donations and earned income. In 2023 we won ‘One to Watch’ at the Social Enterprise Scotland Awards. As we approach our 5th birthday, your role will be to help us achieve even greater sustainability and impact.

Key Attributes:

If you feel like you might not quite fulfil these criteria, that could just be a sign of healthy professional self-awareness! At heart we are a learning & development organisation, so we would encourage you to apply or get in touch with us for a friendly conversation to learn more.

• Strong attention to detail and high level of accuracy.
• Experience in a finance, accounting, or bookkeeping role.
• Proactive and self-motivated with strong organizational skills.
• Proficiency with systems such as QuickBooks or Xero, and with MS Excel.
• Strong verbal and written communication skills, with a proactive approach.
• Exceptional organisational skills, ability to prioritise, and work independently
• Ability to handle sensitive and confidential information with discretion.

Preferred:

• Experience either in charity accounting and/or a dynamic commercial environment
• Professional qualification or working toward accreditation (e.g. AAT, ACCA, CIMA)

Key responsibilities:

• Manage all restricted funds paid to our charity, ensuring the grant process runs smoothly from application and receipt all the way through to end of grant reporting.
• Use accounting platform to maintain organised and auditable financial records (we’re currently on Quickbooks but open to your suggestions to move to other systems)
• For our charitable trading income, help us to analyse how our business is performing.
• Work with the Chief Officer to prepare and continuously update 1-year up to 3-year forecasts and budgets (currently on MS Excel but open to your suggestions to move to other systems)
• Preparation and submission of Gift Aid claims / reports
• Prepare quarterly management accounts to our Board of Trustees. NB assistance will be given by the Finance Subcommittee.
• Provide accurate data for our annual Independent Examination and published Annual Accounts, including reporting to OSCR and Companies House. NB again, assistance will be given by the Finance Subcommittee and you will be working with our Independent Examiners who are a well-established firm of charity specialists.

Special features of the role:

Although this role does not involve routine contact with children, working for our youth charity is classed as protected work under the terms of the Protection of Vulnerable Groups (Scotland) Act 2007. This position is therefore subject to our rigorous safer recruitment policy. This will include PVG checks, detailed background checks and follow-ups on all references.