Thanks to support from Museums Galleries Scotland Leadership Capacity Fund, The Robert Burns Ellisland Trust seeks to appoint a Finance and Funding Co-ordinator to support delivery of the “Saving the Home of Auld Lang Syne”, a major heritage-led regeneration project focused on the conservation, restoration and reinterpretation of Ellisland Farm, the home built by Robert Burns in 1788.

Ellisland is internationally significant as the place where Burns wrote Auld Lang Syne and Tam o Shanter. The project has successfully completed RIBA Stage 3, secured Planning Permission and Listed Building Consent, and is currently progressing through RIBA Stage 4 technical design work.

The Trust has secured significant development funding from organisations including:

• The National Lottery Heritage Fund
• Museums Galleries Scotland
• South of Scotland Enterprise
• Dumfries and Galloway Council
• UK Shared Prosperity Fund
• The Holywood Trust

As the project enters an increasingly complex delivery and fundraising phase, the Trust wishes to strengthen operational capacity to support project financial administration, grant monitoring and reporting.

Purpose of the Role

The role will support the co-ordination and administration of multiple live funding streams and major capital project development activity.

The role will support:

• grant claims and monitoring,
• project financial administration,
• expenditure tracking,
• spreadsheet and reporting systems,
• funding compliance,
• and project co-ordination.

The successful candidate will help ensure that project finances, grant claims, supporting evidence and monitoring information are accurately maintained across multiple funding streams and project phases.

The role will work closely with the Project Director, Operations Manager, accountants and consultants and will attend relevant project and funder meetings in order to develop a detailed understanding of project funding requirements and reporting obligations.

This is a practical project delivery and co-ordination role intended to strengthen organisational capacity and support the effective day-to-day management of the project and relieve pressures on senior staff.

Key Responsibilities

Grant Claims & Funding Administration

• Support preparation of grant claims to organisations including The National Lottery Heritage Fund, South of Scotland Enterprise, UK Shared Prosperity Fund and Dumfries and Galloway Council
• Maintain accurate records of invoices, expenditure, VAT, payroll evidence and supporting documentation
• Co-ordinate evidence and paperwork required for grant claims and monitoring returns
• Assist with grant compliance and reporting requirements

Financial Administration & Controls

• Support implementation of project financial controls and monitoring systems
• Assist with processing invoices, expenses and payment workflows through Xero and associated systems
• Support the development of purchase order and expenditure tracking systems
• Help maintain accurate project financial records and audit trails
• Assist with co-ordination of approvals and supporting documentation for payments and claims

Project Monitoring & Reporting

• Maintain and update project monitoring spreadsheets and grant trackers
• Support reconciliation between project spreadsheets, grant claims and Xero records
• Assist the Project Director and Operations Manager with expenditure monitoring and reporting
• Help establish tracking systems for new project phases and funding streams

Project & Administrative Support

• Prepare spreadsheets and project information to support funding applications, reporting and project management
• Support preparation of reports and papers for funders, trustees and consultants
• Maintain organised digital filing systems and project records
• Assist with ad hoc project administration linked to funding and project delivery

Liaison & Meetings

• Attend relevant project meetings and funder meetings
• Support co-ordination of information between staff, consultants, accountants and funders
• Assist with preparation of information required for procurement and Delivery Phase planning

Person Specification

Essential

• Strong organisational and administrative skills
• Excellent spreadsheet and data management skills
• Experience of grant administration, project co-ordination or financial administration
• Strong attention to detail and accuracy
• Ability to manage large volumes of information and documentation
• Ability to work independently and prioritise workloads
• Good written communication skills
• Ability to work collaboratively within a small team environment

Desirable

• Experience of heritage, charity, cultural or capital projects
• Experience of public-sector or lottery-funded projects
• Familiarity with Xero or similar accounting systems
• Experience of grant claims and reporting processes
• Experience handling payroll evidence and VAT-related documentation
• Experience supporting financial controls and expenditure monitoring systems