Job Description
February 2015
Role: Deputy Property Manager – Newhailes,
Business Property & Visitor Services
Preston Mill & Phantassie Doocot
Reports to: Property Manager – Newhailes, Preston
Pay Band/Starting Salary: TBC (anticipated to
Mill & Phantassie Doocot
be Band D / £21,324)
Location: Newhailes, Newhailes Road, Musselburgh, Type of Contract: Fixed-term (2 years), fullEast Lothian, EH21 6RY
time
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:
PURPOSE OF THE ROLE
In conjunction with the Property Manager, to develop and manage Newhailes and Preston Mill &
Phantassie Doocot in line with the Trust’s policies, priorities, performance standards and targets to
ensure their ongoing conservation, that enjoyment of the properties by visitors and members is
maximised and commercial, financial and development objectives are achieved.
The Deputy Property Manager builds trust and confidence in our organisation and its objectives
through behavioural leadership, sound management and delivery across a wide spectrum of
activities. S/he can expect to be “hands-on” dealing with operational issues on-site, working
weekends on a rota basis during the season as well as investigating and planning for initiatives
and developments that help keep the Trust at the forefront of conservation, and a leader in
visitor/heritage management.
KEY RESPONSIBILITIES
The Key Purposes of the placement will be met by ensuring an appropriate leadership style that
includes the management of:
1. Staff and volunteers (recruitment, induction, motivation, development, performance
management) such that they have clear direction and are fully equipped and motivated to
undertake their duties to the required Trust standards.
2. Daily operations associated with the House, Stable Block and Estate at Newhailes and
Preston Mill, on behalf of the Property Manager and working closely with the senior
Property and Estate teams.
3. Budgets supporting the Property Manager through monitoring, reporting, pro-active and
re-active adjustments such that Newhailes and Preston Mill finances are sustainable within
the context of the wider Central Portfolio budget.
4. Health, safety and the environment in line with stated Trust policies and approaches to
ensure the health and welfare of staff, volunteers and visitors; ensuring that all health and
safety, licensing and all other legislative and regulatory requirements are met and that all
related emergency procedures are regularly reviewed and implemented.
5. Operational work plans: daily, weekly, yearly and longer-term in the context of the
property statements and Property Annual Operating Plan to ensure that activities are
prioritised and planned to optimise the use of resources.
6. Customer service and care from property staff and volunteers, and in the broader sense of
facilities and “visitor experience”, to ensure that the properties’ reputations for excellence
are maintained and enhanced. Maintaining standards at the properties to ensure they
1
maintain/improve their current VisitScotland gradings (Newhailes as a 5 star visitor
attraction and Preston Mill as a 4 star visitor attraction).
7. Managing Mystery Shopper feedback and taking action where necessary to maintain
overall scores > 85%
8. Administration to enable activities within the properties to be undertaken and recorded
efficiently, cash handling procedures are adhered to and that membership targets are met.
9. Deputising for the Property Manager as required.
10.Conservation management (including maintenance, repair, security and presentation) of all
heritage assets at the properties, in line with the Trust’s “Conservation Principles” and with
the advice and support of specialist/advisory staff and volunteers in order to preserve the
heritage significance of the property for all to enjoy. Particular attention to be given to the
unique nature of Newhailes and its collection, and the requirement for the careful
management of its sensitive conservation needs.
11.Marketing and promotion of the properties and the work of the Trust with the aim of
engaging as wide an audience as possible and achieving or exceeding membership targets.
The current duties of this job require a criminal records (Disclosure Scotland) check to be carried
out.
SCOPE OF ROLE
People Management
 Welcoming and provision of full facilities for up to 10,000 house visitors per annum during
the open season at Newhailes (April to October), and for 2,500 visitors per annum during
the open season at Preston Mill (Easter Weekend and May to September). Approximately
90,000 additional visitors use the estate at Newhailes during the course of the year, many of
whom use the visitor centre facilities during the open season.
 Working with the Property Manager to seek opportunities to extend the season and
increase visitor numbers beyond current levels, in line with investment and development at
both properties.
 Direct line management of property and seasonal visitor services staff at Newhailes and
shared line management of the Housekeeper. Direct line management of Senior Property
Assistant at Preston Mill. There are currently approximately 35 volunteers at Newhailes
and 15 volunteers at Preston Mill.
 Actively seek to recruit more volunteers for all aspects of the House, Gardens, Estate and
Mill to improve the visitor experience.
 Working closely with the Edinburgh Properties Collections Care Officer who has
responsibility for the care of the Newhailes collection and shares line management
responsibility of the Housekeeper.
 Working closely with specialist Trust staff (e.g. in finance, buildings maintenance,
conservation, marketing, health & safety, human resources) to ensure Trust policies and
standards are implemented.
 Participation in multi-disciplinary project teams consisting of in-house staff and external
consultants/contractors as required by the Property Manager.
 Maintaining a positive relationship with Sir Mark’s Trustees and family representatives
when visiting the property, and facilitating occasional family functions in the house at
Newhailes.
 Working with the Estate Surveyor to facilitate lettings of the Gate Lodge at Newhailes and
Roselea Cottage at Preston Mill, and maintaining relations with the current tenants.
 Working closely with the East Lothian and Edinburgh Members Centres.
 Close working and liaison with the Lothian Area Ranger and the Community Outreach
Ranger who are based at Newhailes.
2
Financial Management
 Supporting the Property Manager, budget responsibility for the management and
reporting/forecasting of approximately £150K income and £406K expenditure at Newhailes
and £14K income and £28K expenditure at Preston Mill.
 Closely monitoring and managing seasonal budgets to ensure best use of financial
resources on behalf of the Trust and while maintaining standards of visitor experience.
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
o Significant previous experience in a customer facing, service environment;
o Demonstrable skills in successful budget and financial management, combined with clear
evidence of commercial awareness and previous sales experience;
o Demonstrable high levels of interpersonal and communication skills and confidence in
dealing with a wide range of staff, visitors and other stakeholders;
o Competent user of Microsoft Office products.
o Ability to manage time efficiently and effectively in an environment of changing priorities.
o A current driving licence, valid for driving in the UK.
Desirable
o A degree qualification or equivalent experience;
o Knowledge/understanding of heritage, staff and volunteer management;
o Substantial previous experience in event management.
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
23 February 2015. Interviews are likely to be held at Newhailes on 12 March 2015.
3