Job Description
Role: Administrative Assistant
June 2012
Business Properties and Visitor Services
Reports to: Senior Ranger, Culzean Castle and
Pay Band/Starting Salary: Band C /
Country Park
£16,979 (pro-rata)
Location: Culzean Castle and Country Park,
Type of Contract: Permanent / part-time
Maybole, Ayrshire KA19 8LE
(20 hours per week)
Terms and conditions
- The post is subject to the standard terms and conditions provided with the application pack and the
following special terms also apply: this is a job share post
PURPOSE OF THE ROLE
To provide a full secretarial and administrative service, primarily to the Country Park, and to
assist the Senior Ranger and other Country Park staff. To provide a booking service for
educational visits and group visits both to the Castle and with Rangers in the Country Park.
Culzean Castle is an internationally important Robert Adam masterpiece in a spectacular clifftop
setting. Converted from a 16th century tower castle, between 1777 and 1792, for David Kennedy
the 10th Earl of Cassillis, the Italianate castle style mansion is notable for the magnificent Oval
Staircase and the Circular Saloon. 560 acres of surrounding estate land were declared Scotland’s
first Country Park in 1969. Culzean is one of the Trust’s most visited properties and one of
Scotland’s major visitor attractions with over 200,000 visitors a year. Attractions for a broad
spectrum of visitors include the Visitor Centre and Ranger Service in the Home Farm with an
introductory exhibition and an auditorium, shops, restaurants, retail catering outlets, a new
adventure playground, walled and fountain gardens, the Deer Park, Camellia House, Orangery,
Gas House and Swan Pond and a unique Pagoda. The Castle is also used for functions and
corporate events, and the Eisenhower Apartment on the top floor is run as a small country house
hotel. There are 4 holiday cottages, and accommodation for more than 20 staff and residents
around the estate.
KEY RESPONSIBILITIES
The Key Purposes of the placement will be met by:
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Manage reservations for visits both for the Castle and the Country Park and with the Ranger
Service, liaising with Rangers and Castle staff as necessary. Maintain a database of these visits
and produce statistics. Produce a weekly programme and distribute to all departments.
Assist with the ordering and payment for services and materials and the management of
budgets via for all Country Park departments the Trust’s computerised finance system
(training will be provided).
Provide a reception service with the aim of maintaining good communications. This will
involve operating the telephone system, two-way radios, fax, email and the Trust’s intranet
system.
Respond effectively to a wide variety of inquiries and emergencies, including, when necessary,
injured animals or birds, lost dogs or children/ vulnerable adults (who may be
unaccompanied).
Carry out word processing, information management and database construction as required.
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Construct and maintain filing systems and administrative records.
Carry out other general administrative duties to assist in the management of the office and
Country Park, including photocopying, maintaining stocks of stationery and office sundries.
Take responsibility for incoming and outgoing mail and postage. Receiving deliveries and
directing to appropriate departments.
Carry out occasional secretarial work for other senior Castle and Country Park staff when
required.
Ensure that seasonal hours of work and overtime hours are reported accurately to wages
department for the Ranger team and gardening volunteers.
General ;
o Ensure you are aware of and adhere to the Safe Systems of Work policy.
o Actively promote the value of Trust membership to existing and potential members.
o Actively support the Trust’s “Conservation through Customer Care” programme and
ensure the highest level of internal and external customer care.
Your role is one for which the duties/responsibilities/accountabilities of the role require you to
become a member of the Protection of Vulnerable Groups (PVG) scheme, which replaces the
‘Enhanced Disclosure’ check and is administered by Disclosure Scotland.
SCOPE OF ROLE
People Management - No line management but may be occasional supervision of other
administrative staff, temporary staff or volunteers as required.
Financial Management - Knowledge of departmental budgets required for day to day
management of purchase order production and invoicing, and record keeping of expenditure and
income. Dealing with petty cash and cash income to Ranger Service.
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
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A secretarial qualification and/ or equivalent experience in office administration, preferably
working with the public.
Experience of dealing with work of a confidential nature.
Good telephone manner and ability to handle routine enquiries and to relay concise messages.
Proven ability to organise and manage systems and processes necessary for the smooth
running of an office.
Enthusiastic and flexible attitude.
Able to demonstrate a high standard of written and spoken English.
Excellent communication and interpersonal skills – able to interact with wide range of people
tactfully and diplomatically.
Excellent customer care skills.
Strong team-player.
Confident in using and learning IT software (Proficient user of Microsoft Office products).
Able to adapt to new procedures
Ability to work without supervision and under pressure, to tight-deadlines and in environment
of changing priorities.
Rigorous and accurate attention to detail.
Desirable
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Good knowledge of general estate management matters.
Driving Licence, valid for driving in the UK.
First Aid certificate.
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.
Applications
Interested applicants should forward a completed application form to Human Resources
Department (Applications), The National Trust for Scotland, Hermiston Quay, 5 Cultins Road
Edinburgh EH11 4DF, by mail or by email via workforus@nts.org.uk, by first post (i.e. 10.00am)
on 20 July 2012. Interviews are likely to be held at Culzean during the week commencing 30
July 2012.