Visitor Services Supervisor - Administration & Compliance

  • Job Reference: 00029967-1
  • Date Posted: 27 June 2024
  • Recruiter: The National Trust for Scotland
  • Location: Newhailes
  • Salary: On Application
  • Bonus/Benefits: £26,884 - £28,684 pro-rata, per annum
  • Sector: Finance & Revenue, Leisure, Administration
  • Job Type: Permanent

Job Description

KEY RESPONSIBILITIES



Administrative support to the Operations Manager and other key departments as required

File management (filing, scanning, maintenance of regional drive, archiving).

Managing office petty cash, receipts and claims.

Managing postage.

Assisting property staff with ordering and system queries as required.

Providing the first point of contact at Newhailes and ensuring that communications are answered, forwarded and recorded effectively and in a timely fashion

Organising meetings, circulating advance papers, taking and distributing minutes and monitoring action points required of staff

Processing financial transactions (e.g. cash handling, data entry, purchase ordering, and expense claims) on a regular basis using an IT-based finance package

Share in the common responsibility of implementing the Trust’s “Health & Safety Policy”, being mindful at all times of the health and safety of self, staff, volunteers, and visitors

Attendance at meetings with the Operations Manager and other activity managers to openly discuss ideas, problems and solutions to the delivery of improved visitor experience at the property.

Taking and processing educational/group bookings and liaising with relevant departments to ensure the smoothing running of each

Management of the property diary and preparation and distribution of the weekly programme as well as other reports as required

Maintaining key safe and security/access arrangements for staff and visitors.

Acting as “Fire Warden” for regular testing and activations and providing training for property staff.

Booking and supervision of reactive and planned maintenance contractors

Placing orders and completing necessary documentation as and when required

Ensuring H&S and GDPR compliance at Newhailes, Inveresk and Malleny as well as the non visited and residential let properties in the cluster.

Provide an excellent level of customer service to all external and internal customers.

Organising and overseeing refuse collection, and recycling arrangements.

As and when required act as Duty manager in support of Operations Manager and other activity managers