Calanais Visitor Centre
BUSINESS ADMINISTRATOR
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Business Administrator, The Calanais Visitor Centre
30 hours Per week, permanent contract
£31,827 fte (£25,462 pro rata) per annum
ROLE OVERVIEW
About the Calanais Visitor Centre
At the Calanais Visitor Centre, we are committed to preserving, researching, and sharing the rich archaeological heritage of the Calanais Standing Stones. Our vision is to create an outstanding visitor experience while maintaining a deep connection between the site, the community, and the wider world. As we embark on a transformative redevelopment, we are looking for a Business Administrator to support the team to meet the Centre’s ambitious aims.
We are proud to be an equal opportunities employer that celebrates diversity, operates within a culture of respect, and creates a welcoming environment for all employees.
Role Purpose
The Calanais Visitor Centre has reopened following an ambitious £10.1 million redevelopment and is now operating as a world-class, 5-star visitor attraction and thriving community hub.
The Business Administrator plays a key role in supporting the smooth and efficient running of the Calanais Visitor Centre and Urras nan Tursachan. Working closely with the General Manager, the postholder will provide business, financial and administrative support across the organisation, while acting as secretary to the Board of Trustees and ensuring effective governance and administration.
This is a part-time role working 30 hours per week, preferably 6 hours per day Monday-Friday. There is a degree of flexibility in working patterns for the right candidate. The role requires attendance at Board meetings held on the second Tuesday of each month, so evening working on those dates will be expected.
Reports to: General Manager
Direct Reports: N/A
Who We're Looking For
We're looking for someone who enjoys bringing order, organisation and efficiency to a busy workplace.
This is a role for someone who takes pride in being the person others can rely on. You'll enjoy juggling a variety of responsibilities, from finance administration and Board support to bookings, governance and helping colleagues across the Visitor Centre. You'll understand that great administration isn't just about paperwork – it's about enabling people, supporting great decision-making and helping an organisation thrive.
This is an exciting opportunity to become part of a brand-new chapter for the Calanais Visitor Centre following its £10.1 million redevelopment. As our Business Administrator, you'll play an important role behind the scenes, ensuring that our systems, finances and governance operate smoothly while supporting a team dedicated to delivering a world-class visitor experience.
This role would suit someone who:
- Enjoys working in a varied role where no two days are the same.
- Takes pride in being organised, accurate and highly dependable.
- Is confident managing multiple priorities while remaining calm under pressure.
- Has a keen eye for detail and enjoys producing work of a consistently high standard.
- Is comfortable working with financial information, administration systems and digital technology.
- Enjoys building positive working relationships with colleagues, Trustees, suppliers and external partners.
- Values confidentiality, professionalism and integrity.
- Wants to be part of a supportive team where collaboration, kindness and mutual respect are at the heart of everything we do.
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Whether you're an experienced Business Administrator, Office Manager, Executive Assistant or Finance Administrator looking for a new challenge, or someone with a broad range of administrative and organisational skills who enjoys supporting people and making a difference, we'd love to hear from you.
Above all, we're looking for someone who shares our commitment to excellence, takes ownership of their work and enjoys helping others succeed. You'll become a trusted member of our team, contributing to the smooth running of one of Scotland's most exciting new visitor attractions.
Requirements
Roles & Responsibilities
Business Administration
- Manage and maintain the Trade Bookings Portal as part of the Centre's back-office booking system.
- Act as the first point of contact for trade booking enquiries and stakeholder queries.
- Administer function suite hire bookings, including sales, requirements and invoicing, working alongside the Visitor Operations Manager and Kitchen team.
- Respond to general email enquiries.
- Assist in updating and maintaining the back-office EPOS system.
- Place orders for office consumables and other operational supplies.
- Provide general administrative support across the organisation as instructed by the General Manager.
Finance Administration & Bookkeeping
- Assist with day-to-day bookkeeping, including processing purchase invoices and maintaining accurate financial records.
- Raise sales invoices and support credit control where required.
- Undertake weekly banking preparation, cash reconciliation and safe checks.
- Order and collect change as required.
- Manage the site's petty cash.
- Collate payroll information from department managers and prepare it for submission.
- Provide regular reports on sales, income and KPIs for the General Manager and Board of Trustees.
Board Support
- Provide administrative support to the Board of Trustees, including arranging meetings and ensuring efficient day-to-day administration.
- Prepare and organise agendas, Board papers and supporting documentation.
- Take and circulate minutes at Board meetings, tracking agreed actions.
- Produce and maintain a Board action log, ensuring actions are monitored and followed up.
General Business Support
- Support the wider team during busy periods, including assisting front of house where required.
- Undertake any other duties appropriate to the role, commensurate with the level of responsibility.
Person Specification
Essential Skills and Experience
- Excellent customer and interpersonal service skills.
- Excellent verbal and written communication skills.
- Experience in a business administration or office administration role.
- Experience in diary management, booking systems and EPOS systems.
- Experience of finance administration or bookkeeping, including processing financial records and reconciliations.
- Excellent organisational and time management skills, with the ability to manage multiple tasks simultaneously.
- High-level attention to detail and accuracy in all aspects of work, particularly report preparation.
- Ability to work independently and under pressure while meeting deadlines.
- Proficient in Microsoft Office Suite (Excel, Word, PowerPoint, Outlook).
- Maintenance of confidentiality and ability to handle sensitive information with discretion.
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Desirable Skills and Experience
- Experience in a visitor attraction or hospitality environment.
- Experience using Xero or similar cloud-based accounting software.
- Experience of minute taking and supporting Boards, committees or senior management meetings.
- Prior experience in stakeholder engagement or liaison with external partners, including government bodies, contractors, and consultants.
Personal Attributes
- Adaptable and resilient in a fast-paced environment.
- A collaborative team player who values inclusivity and diversity.
- Detail-oriented and committed to delivering high-quality work.
- Proactive, self-motivated, and able to work on own initiative.
- Strong interpersonal skills with the ability to build relationships across different teams and external stakeholders.
Benefits
WHAT WE OFFER
At the Calanais Visitor Centre, we believe in creating a supportive, rewarding, and inspiring workplace. We offer:
- Competitive Salary & Benefits – Including a comprehensive benefits package.
- Fair Work Scotland Accreditation – Commitment to being a Living Wage employer and promoting Fair Work principles.
- Personal & Professional Development – Ongoing training, leadership development, and opportunities for career growth.
- Work-Life Balance – A flexible and supportive work environment that prioritises employee wellbeing.
- Recognition & Reward – A culture that values contributions and celebrates achievements.
- An Inclusive & Supportive Workplace – A welcoming and dynamic environment where employees feel valued and empowered to grow.
Join us in shaping the future of the Calanais Visitor Centre and ensuring its legacy for generations to come.
Our Working Environment
At Calanais, every role matters. Whether you are welcoming visitors, serving coffee, preparing food, assisting in the shop or supporting behind the scenes, every member of our team contributes equally to the experience our visitors receive. We believe in treating everyone with the same respect, supporting one another, celebrating success together and creating a workplace where everyone feels valued.
Questions?
Interested? If you'd like an informal conversation before applying, we'd be delighted to hear from you. Please get in touch with Claire Smith, at Orbit Agency, for a confidential conversation: claire@orbit.agency
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