Operations and Finance Coordinator at The Scottish Museum of Empire, Slavery, Colonialism and Migration

The Scottish Museum of Empire, Slavery, Colonialism and Migration are now looking for an Operations and Finance Coordinator to oversee all administrative duties for the organisation relating to a period of significant development.

The Operations and Finance Coordinator will work closely with the Museum Director, the Board, and staff team on the priorities outlined in the job description. Although initial funding has been secured until March 2027, this is a long-term project, with the intention that further funding will be secured.

Key Responsibilities

Administrative and Operational coordination:

• Oversee and support all administrative duties for SMESCM
•  Manage and maintain organisation’s IT infrastructure
•  Draft, maintain, and update organisational policies as required
•  Oversee health and safety policies and any issues related to health and safety, equipment maintenance and repair
• Manage online and paper filing systems
•  Ensure that hybrid working arrangements in place lead to the most effective working outcomes, and that they meet the needs of staff and regulatory requirements

Financial Management:

• Undertake overall responsibility for managing, coordinating and administering
  SMESCM’s finances
•  Process and prepare accurate financial reports and analysis, including on expenditure, cash flow, budgeting and the production of monthly management accounts
•  Operate online banking systems, including preparing and reporting on banking transactions, maintaining banking records, processing bank payments and preparing bank account reconciliations
•  Assist with the annual financial audit and liaise with SMESCM’s auditors and funders as required
•  Assist with the production of funding applications and tenders for contracted work
•  Oversee and maintain services and contracts, including insurances, leases, office equipment, cleaning, etc.
•  Undertake continuous reviews (and improvements) of SMESCM’s finance policies and procedures ensuring that they are effective and efficient, and that they conform to the necessary regulatory and funders’ requirements.

Communications support:

• Support on producing engaging content, such as blog posts, press releases, social media posts, and newsletters.
• Support on collaboration with BME communities, heritage organisations, and individuals to create multimedia content, including videos and graphics that support campaign goals.
• Use communication channels, including social media, email, public forums, and community outreach to amplify campaign and impact Fundraising Support:
• Collaborate with colleagues and the board to pursue funding opportunities that support campaign initiatives

Other:

• Provide direct executive assistance to the Museum Director, the Chair, and Board of Trustees in the management and delivery of SMESCM’s strategic priorities
• Support staff team with related duties and tasks
• Work collaboratively across the organisation, including covering duties of other staff as required
• Utilise opportunities to publicise SMESCM’s work and objectives, including by regularly contributing to SMESCM’s website and social media presence
• Coordinate and communicate with SMESCM’s network of allies and partners in the social justice and antiracism community
• Undertake other duties as required for the successful implementation of SMESCM’s objectives and values

Key Requirement

• A desire and ability to make a real improvement to anti-racism and racial equality
  issues in Scotland

Qualifications

• Degree level qualification or equivalent work experience (which can include voluntary
  work)

Skills and Knowledge
Essential

• Knowledge of equality and human rights issues, particularly regarding race and racism
• Excellent literacy and numeracy skills
• Excellent IT skills including Microsoft Office
• Excellent oral and written communication skills, including an ability to engage with a range of audiences

Desirable:

• Knowledge of charity governance and requirements.

Experience
Essential

• Understanding of racialisation and how racism manifests in Scotland
• Previous administrative experience and knowledge of office and organisational management systems and procedures
• Previous experience of supporting a charity in developing new systems and procedures

Desirable:

• Previous experience of working with a new organisation

Competencies

• Strong interpersonal competency, including an ability to build and maintain excellent working relationships at all levels
• Strong problem-solving skills
• High level of accuracy and consistent attention to detail
• Ability to work under pressure, on own initiative, and to prioritise tasks
• Ability to work independently and to exercise initiative and judgement
• Ability to monitor and evaluate own work
• Willingness to work flexibly, and to contribute to the overall team effort

To apply for this role, please email your tailored CV and supporting statement (of no more than two pages) outlining your suitability to jatin.haria@empiremuseum.scot by 12 PM (noon) on Wednesday 16 September.

Your covering letter should specifically relate to the key issues outlined in the person specification and job description. The diversity monitoring form should also be completed.