Hiring : Administration Officer and Assistant to Project Director

Employer:

The Robert Burns Ellisland Trust (RBET)

Location

Ellisland Museum and Farm, Holywood Road, Near Auldgirth, Dumfries & Galloway,
DG2 8DW. This role is fully on site

Contract

This role is offered on the basis of a Fixed-term part-time contract (21 Hours per
week) for 1 year initially, linked to funding

Remuneration

Salary range £25,000 to £28,000 (pro rata) based on skills and experience (pro rata)

Introduction

The Robert Burns Ellisland Trust (RBET) seeks a highly organised Administration Officer to oversee the running of the office and to support the project team of our Saving the Home of Auld Lang Syne project. This role is essential to ensuring that the museum and the project run smoothly.
This will be a varied role looking after the day-to-day running of the museum office, supporting the Project Director, and the smooth running of our on site holiday accommodation.
You will manage the office, support the team, oversee administrative and financial functions, and ensure that our grant funding is properly managed and reported on.
This is a varied and rewarding position, ideal for someone who enjoys working across multiple areas and being part of a small, collaborative team.

Background

RBET manages Ellisland Museum and Farm, the best-preserved home of Robert Burns, situated on 140 acres of historic farmland along the River Nith. Our mission is to transform Ellisland into a world-class heritage, learning, and artistic centre while safeguarding the historical buildings, collections, and landscape for future generations.
In 2024, we secured significant support for the National Lottery Heritage Fund and South of Scotland Enterprise for Saving the Home of Auld Lang Syne project, with an estimated total project cost of £7.4 million. The development stage of the project is also supported by The Holywood Trust and Museums Galleries Scotland.

This development phase will include:
● Restoration planning for the 1788 Burns cottage
● Feasibility studies for an immersive visitor experience
● Plans to adapt the barn into a Centre for Song
● Designs for a new museum gallery to protect and display Burns’s collection
● Community engagement, volunteering, and education programme development
● Development of an Operations & Management Plan for the future visitor centre
● Evaluation and reporting frameworks to support long-term project monitoring

Key Responsibilities

Office & Administration

Manage the smooth day-to-day running of the museum and project offices, including facilities, maintenance, equipment, supplies, and IT systems.
Working in conjunction with our partners to ensure the smooth operation of our on site holiday cottage.
Co-ordinating contractors and service delivery.
Maintaining accurate and up-to-date records, including policies, staff files, and charity governance documents.
Act as first point of contact for enquiries via phone and email, and receive visitors to the project office.
Support scheduling of meetings, taking minutes, and managing office calendars.
Ensure compliance with GDPR and health and safety policies.
Keeping the website up to date
Support the delivery of on-site events

Finance & Bookkeeping

Working with financial officer and accountants to ensure monitoring of all payments and invoices.
Working with our external provider to process a monthly payroll, providing them with the accurate information in a timely manner. Maintain records of staff leave and absences.
Maintain accurate records of grant income, reporting deadlines, and related correspondence.

Assisting the Project Director

Providing administrative support to the Project Director and other team members as required, including the fundraising work of our Director of Development.
Including helping with reports and presentations, grant management, co- ordinating meetings and arrangements.

This job description is not intended to be exhaustive.

Person specification

Essential

Proven experience in office management, administration or reception, including improving office systems.
Strong administrative and organisational skills – multi tasking, attention to detail, flexibility
Professional and proactive approach, with an interest in solving problems and process improvement
Strong written and verbal communication skills
Strong ICT skills across a range of packages including Microsoft packages and Google cloud experience. Strong experience using Excel would be beneficial.
Web management experience – familiarity with WordPress / similar website content management systems
Experience conducting risk assessments and coordinating health and safety
Team working – Assisting the team with the delivery of events on the site

Desirable

Previous experience working in a small charity, heritage site or visitor attraction would be advantageous
Previous experience using Xero would be desirable.
Health and safety qualification

Apply by

To apply, please send your CV and covering letter to:
Joan McAlpine
Project Director
The Robert Burns Ellisland Trust
ellislandbusinessmanager@gmail.com