BUSINESS ADMINISTRATOR

Calanais, United Kingdom | Posted on 08/07/2026

Behind everyexceptional visitor experience is a team of people ensuring everything runsseamlessly - and we're looking for an organised, proactive and highlydependable Business Administrator to become a vital part of that team.

business ADMINISTRATOR, The Calanais VISITOR CENTRE
30 hours Per week, permanent contract

ROLE OVERVIEW

About the Calanais Visitor Centre

At the Calanais Visitor Centre, we are committed topreserving, researching, and sharing the rich archaeological heritage of theCalanais Standing Stones. Our vision is to create an outstanding visitorexperience while maintaining a deep connection between the site, the community,and the wider world. As we embark on a transformative redevelopment, we arelooking for a Business Administrator to support the team to meet the Centre’sambitious aims.

We are proud to be an equal opportunities employer that celebrates diversity,operates within a culture of respect, and creates a welcoming environment forall employees.

Role Purpose

TheCalanais Visitor Centre has reopened following an ambitious £10.1 millionredevelopment and is now operating as a world-class, 5-star visitor attractionand thriving community hub.

The Business Administrator plays a key role in supporting the smooth andefficient 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 assecretary to the Board of Trustees and ensuring effective governance andadministration

This is a part-time role working 30 hours per week,preferably 6 hours per day Monday-Friday. There is a degree of flexibility inworking patterns for the right candidate. The role requires attendance at Boardmeetings held on the second Tuesday of each month, so evening working on thosedates 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 theperson others can rely on. You'll enjoy juggling a variety of responsibilities,from finance administration and Board support to bookings, governance andhelping colleagues across the Visitor Centre. You'll understand that greatadministration 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 abrand-new chapter for the Calanais Visitor Centre following its £10.1 millionredevelopment. As our Business Administrator, you'll play an important rolebehind the scenes, ensuring that our systems, finances and governance operatesmoothly while supporting a team dedicated to delivering a world-class visitorexperience.

This role would suit someone who:

• Enjoysworking in a varied role where no two days are the same.
  
• Takespride in being organised, accurate and highly dependable.
  
• Isconfident managing multiple priorities while remaining calm underpressure.
  
• Hasa keen eye for detail and enjoys producing work of a consistently highstandard.
  
• Iscomfortable working with financial information, administration systems anddigital technology.
  
• Enjoysbuilding positive working relationships with colleagues, Trustees,suppliers and external partners.
  
• Valuesconfidentiality, professionalism and integrity.
  
• Wantsto be part of a supportive team where collaboration, kindness and mutualrespect are at the heart of everything we do.
  

Whether you're an experienced Business Administrator,Office Manager, Executive Assistant or Finance Administrator looking for a newchallenge, or someone with a broad range of administrative and organisationalskills who enjoys supporting people and making a difference, we'd love to hearfrom you.

Above all, we're looking for someone who shares ourcommitment to excellence, takes ownership of their work and enjoys helpingothers succeed. You'll become a trusted member of our team, contributing to thesmooth running of one of Scotland's most exciting new visitor attractions.

Requirements

Roles& Responsibilities

Business Administration

· Manage and maintain the TradeBookings Portal as part of the Centre's back-office booking system.
· Act as the first point of contactfor trade booking enquiries and stakeholder queries.
· Administer function suite hirebookings, including sales, requirements and invoicing, working alongside theVisitor Operations Manager and Kitchen team.
· Respond to general email enquiries.
· Assist in updating and maintainingthe back-office EPOS system.
· Place orders for office consumablesand other operational supplies.
· Provide general administrativesupport across the organisation as instructed by the General Manager.

· Assist with day-to-day bookkeeping,including processing purchase invoices and maintaining accurate financialrecords.
· Raise sales invoices and supportcredit control where required.
· Undertake weekly bankingpreparation, cash reconciliation and safe checks.
· Order and collect change asrequired.
· Manage the site's petty cash.
· Collate payroll information fromdepartment managers and prepare it for submission.
· Provide regular reports on sales,income and KPIs for the General Manager and Board of Trustees.

BoardSupport

· Provide administrative support tothe Board of Trustees, including arranging meetings and ensuring efficientday-to-day administration.
· Prepare and organise agendas, Boardpapers and supporting documentation.
· Take and circulate minutes at Boardmeetings, tracking agreed actions.
· Produce and maintain a Board actionlog, ensuring actions are monitored and followed up.

GeneralBusiness Support

· Support the wider team during busyperiods, including assisting front of house where required.
· Undertake any other dutiesappropriate to the role, commensurate with the level of responsibility.

Person Specification

Essential Skills andExperience

· Excellentcustomer and interpersonal service skills.
· Excellentverbal and written communication skills.
· Experiencein a business administration or office administration role.
· Experiencein diary management, booking systems and EPOS systems.
· Experienceof finance administration or bookkeeping, including processing financialrecords and reconciliations.
· Excellentorganisational and time management skills, with the ability to manage multipletasks simultaneously.
· High-levelattention to detail and accuracy in all aspects of work, particularly reportpreparation.
· Abilityto work independently and under pressure while meeting deadlines.
· Proficientin Microsoft Office Suite (Excel, Word, PowerPoint, Outlook)
· Maintenanceof confidentiality and ability to handle sensitive information with discretion.

Desirable Skills andExperience

· Experiencein a visitor attraction or hospitality environment.
· Experienceusing Xero or similar cloud-based accounting software.
· Experienceof minute taking and supporting Boards, committees or senior managementmeetings.
· Priorexperience in stakeholder engagement or liaison with external partners,including government bodies, contractors, and consultants.

Personal Attributes

· Adaptableand resilient in a fast-paced environment.
· Acollaborative team player who values inclusivity and diversity.
· Detail-orientedand committed to delivering high-quality work.
· Proactive,self-motivated, and able to work on own initiative.
· Stronginterpersonal skills with the ability to build relationships across differentteams and external stakeholders.

WHAT WE OFFER

At the Calanais VisitorCentre, we believe in creating a supportive, rewarding, and inspiringworkplace. We offer:

· CompetitiveSalary & Benefits – Including a comprehensive benefits package.

· FairWork Scotland Accreditation – Commitment to being a Living Wage employer and promoting Fair Workprinciples.

· Personal& Professional Development – Ongoing training, leadership development, andopportunities for career growth.

· Work-LifeBalance –A flexible and supportive work environment that prioritises employee wellbeing.

· Recognition& Reward – A culture that values contributions and celebrates achievements.

· AnInclusive & Supportive Workplace – A welcoming and dynamic environmentwhere employees feel valued and empowered to grow.

Join us in shaping thefuture of the Calanais Visitor Centre and ensuring its legacy for generationsto come.

At Calanais, every rolematters. Whether you are welcoming visitors, serving coffee, preparing food, assistingin the shop or supporting behind the scenes, every member of our teamcontributes equally to the experience our visitors receive. We believe intreating everyone with the same respect, supporting one another, celebratingsuccess together and creating a workplace where everyone feels valued.

Questions?

Interested?

If you'd like an informalconversation before applying, we'd be delighted to hear from you. Please get intouch with Claire Smith, at Orbit Agency, for a confidential conversation:

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