PURPOSE OF THE ROLE To assist the Operations Manager with the smooth running of Newhailes, Inveresk and Malleny as well as non-visited properties in the Edinburgh cluster. This includes, but not limited to, general administration, compliance and health and safety tasks in support of Newhailes operations and demands a high level of customer service, organisational skills and the ability to use your initiative with an attention to detail essential. 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 SKILLS, EXPERIENCE & KNOWLEDGE The above outlines the key skills the job holder will need to possess and exercise. In addition, either knowledge of or experience in the following is required: Essential Demonstrable administration experience, including experience of cash handling and attending to work of a confidential nature High standard of written and spoken English Excellent organisational and administrative skills with the ability to organise and manage systems and processes necessary for the smooth running of a busy visitor attraction Excellent communication and interpersonal skills – able to interact with wide range of people tactfully and diplomatically Excellent customer care skills Strong team-player, committed to supporting team members Proficient user of Microsoft Office products (Word, Access, PowerPoint & Excel), Internet and email, with confidence in using and learning IT software generally Ability to work without supervision and under pressure, to tight deadlines and in environment of changing priorities Rigorous and accurate attention to detail Proactive, motivated and flexible attitude A current valid driving licence Desirable Good working knowledge of general visitor attraction management matters Awareness of the needs and standards of a high quality tourist destination. Please click Apply Now and submit your application