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Administration Assistant - The Macallan Visitor Experience - The Macallan - Craigellachie

The Macallan - Support
Ref: 125 Date Posted: Monday 05 Feb 2018
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We are recruiting for a new role at the Macallan Visitor Experience for an Administration Assistant. This role will provide outstanding administrative and organisational support to the General Manager and the management team at The Macallan Visitor Experience. 


Reporting to General Manager, key responsibilities of this role include:


  • Developing and implementing new administrative systems and procedures

  • Maintaining sensitive and confidential information online on a daily basis for over 60 employees; including all areas of rota management, holidays and absence

  • Responsible for all travel and accommodation required for the visitor experience team

  • Maintaining the Staff Notice Board

  • Ensuring that all invoices and spend are attributed to the correct cost centres, supporting the teams in monitoring spend

  • Complete productivity reports on a weekly basis for all departments

  • Compiling weekly targets for the visitor experience, displaying updates on staff board

  • Liaising with the ASVA regarding monthly footfall figures, compile KPI’s for footfall, issue ASVA passes to staff

  • Preparing and issuing invoices

  • Taking meeting minutes and preparing letters

  • Preparing and running a consumable’s report

  • Other tasks as and when required for the needs of the business

  • Collating financial data from all site departments

  • Recording figures onto Cash Sheet and VAT Analysis Spreadsheet

  • Reconciling and replenishing 6 floats on a daily basis including cash, credit cards, Amex, gift vouchers and foreign currency

  • Bank takings and recording paperwork accordingly

  • Completing banking records, ensuring bank bags are checked, sealed and ready for collection

  • Ordering change twice weekly; check change float daily; pay back change

  • Order banking stationery including pay in books, bags etc. to ensure that the appropriate levels of stationery equipment are maintained

  • Carrying out coaching and training on the cashing up procedures



    The successful individual will have excellent organisational and administrative skills, underpinned with excellent IT skills (MS office) and basic experience of financial / cash management. They must have a proactive approach to their work and enjoy supporting a team.



Closing Date for applications – Friday 16th February