At a Glance
- Tasks: Support financial administration and grant monitoring for a major heritage project.
- Company: The Robert Burns Ellisland Trust, dedicated to preserving cultural heritage.
- Benefits: Competitive salary, hybrid working, and a chance to contribute to a significant project.
- Other info: Flexible hours with opportunities for professional growth in a dynamic environment.
- Why this job: Be part of a team revitalising the home of Auld Lang Syne and making history.
- Qualifications: Strong organisational skills and experience in finance or grant administration.
The predicted salary is between 27000 - 34000 £ per year.
Thanks to support from Museums Galleries Scotland Leadership Capacity Fund, The Robert Burns Ellisland Trust seeks to appoint a Finance and Funding Co‑ordinator to support delivery of the “Saving the Home of Auld Lang Syne”, a major heritage‑led regeneration project focused on the conservation, restoration and reinterpretation of Ellisland Farm, the home built by Robert Burns in 1788. Ellisland is internationally significant as the place where Burns wrote Auld Lang Syne and Tam o Shanter. The project has successfully completed RIBA Stage 3, secured Planning Permission and Listed Building Consent, and is currently progressing through RIBA Stage 4 technical design work. The Trust has secured significant development funding from organisations including: The National Lottery Heritage Fund, Museums Galleries Scotland, South of Scotland Enterprise, Dumfries and Galloway Council, UK Shared Prosperity Fund, and The Holywood Trust.
As the project enters an increasingly complex delivery and fundraising phase, the Trust wishes to strengthen operational capacity to support project financial administration, grant monitoring and reporting.
Purpose of the Role
The role will support the co‑ordination and administration of multiple live funding streams and major capital project development activity. The role will support:
- grant claims and monitoring
- project financial administration
- expenditure tracking spreadsheet and reporting systems
- funding compliance
- project co‑ordination
The successful candidate will help ensure that project finances, grant claims, supporting evidence and monitoring information are accurately maintained across multiple funding streams and project phases. The role will work closely with the Project Director, Operations Manager, accountants and consultants and will attend relevant project and funder meetings in order to develop a detailed understanding of project funding requirements and reporting obligations. This is a practical project delivery and co‑ordination role intended to strengthen organisational capacity and support the effective day‑to‑day management of the project and relieve pressures on senior staff.
Key Responsibilities
Grant Claims & Funding Administration
- Support preparation of grant claims to organisations including The National Lottery Heritage Fund, South of Scotland Enterprise, UK Shared Prosperity Fund and Dumfries and Galloway Council.
- Maintain accurate records of invoices, expenditure, VAT, payroll evidence and supporting documentation.
- Co‑ordinate evidence and paperwork required for grant claims and monitoring returns.
- Assist with grant compliance and reporting requirements.
Financial Administration & Controls
- Support implementation of project financial controls and monitoring systems.
- Assist with processing invoices, expenses and payment workflows through Xero and associated systems.
- Support the development of purchase order and expenditure tracking systems.
- Help maintain accurate project financial records and audit trails.
- Assist with co‑ordination of approvals and supporting documentation for payments and claims.
Project Monitoring & Reporting
- Maintain and update project monitoring spreadsheets and grant trackers.
- Support reconciliation between project spreadsheets, grant claims and Xero records.
- Assist the Project Director and Operations Manager with expenditure monitoring and reporting.
- Help establish tracking systems for new project phases and funding streams.
Project & Administrative Support
- Prepare spreadsheets and project information to support funding applications, reporting and project management.
- Support preparation of reports and papers for funders, trustees and consultants.
- Maintain organised digital filing systems and project records.
- Assist with ad hoc project administration linked to funding and project delivery.
Liaison & Meetings
- Attend relevant project meetings and funder meetings.
- Support co‑ordination of information between staff, consultants, accountants and funders.
- Assist with preparation of information required for procurement and Delivery Phase planning.
Person Specification
Essential
- Strong organisational and administrative skills.
- Excellent spreadsheet and data management skills.
- Experience of grant administration, project co‑ordination or financial administration.
- Strong attention to detail and accuracy.
- Ability to manage large volumes of information and documentation.
- Ability to work independently and prioritise workloads.
- Good written communication skills.
- Ability to work collaboratively within a small team environment.
Desirable
- Experience of heritage, charity, cultural or capital projects.
- Experience of public‑sector or lottery‑funded projects.
- Familiarity with Xero or similar accounting systems.
- Experience of grant claims and reporting processes.
- Experience handling payroll evidence and VAT‑related documentation.
- Experience supporting financial controls and expenditure monitoring systems.
Salary £27,000–£34,000 FTE equivalent Depending on experience and employment status.
Expected working hours 14 hours per week. Hybrid, with some on site work at Robert Burns Ellisland Museum and Farm. Fixed term for six months.
FINANCE AND FUNDING CO-ORDINATOR in Dumfries employer: Robert Burns Ellisland Farm & Museum
The Robert Burns Ellisland Trust is an exceptional employer, offering a unique opportunity to contribute to the conservation and restoration of a site of international significance. With a strong focus on employee growth and a collaborative work culture, the Trust provides a supportive environment where team members can thrive while making a meaningful impact on heritage-led projects. Located at the historic Ellisland Farm, employees enjoy a hybrid working model that balances on-site engagement with flexible remote work, fostering a dynamic and enriching workplace experience.
Contact Details:
Robert Burns Ellisland Farm & Museum Recruitment Team
StudySmarter Expert Advice🤫
We think this is how you could land FINANCE AND FUNDING CO-ORDINATOR in Dumfries
✨Tip Number 1
Network like a pro! Reach out to people in the heritage and funding sectors. Attend events, join online forums, and connect with professionals on LinkedIn. You never know who might have the inside scoop on job openings or can put in a good word for you.
✨Tip Number 2
Prepare for interviews by researching the organisation and its projects. Understand their funding streams and recent achievements. This will help you tailor your responses and show that you're genuinely interested in the role and the mission of the Trust.
✨Tip Number 3
Practice your pitch! Be ready to explain how your skills in financial administration and project co-ordination can directly benefit the Trust. Highlight any relevant experience with grant claims or compliance to make a strong impression.
✨Tip Number 4
Don’t forget to apply through our website! It’s the best way to ensure your application gets seen. Plus, we love seeing candidates who take the initiative to engage with us directly. Good luck!
We think you need these skills to ace FINANCE AND FUNDING CO-ORDINATOR in Dumfries
Some tips for your application 🫡
Tailor Your Application:Make sure to customise your application to highlight how your skills and experiences align with the role of Finance and Funding Co-ordinator. We want to see how you can contribute to the exciting project at Ellisland Farm!
Show Off Your Organisational Skills:Since this role requires strong organisational abilities, don’t shy away from sharing examples of how you've successfully managed multiple tasks or projects in the past. We love a good story about keeping things on track!
Be Clear and Concise:When writing your application, keep it straightforward and to the point. We appreciate clarity, so make sure your key points stand out without unnecessary fluff. This will help us see your strengths quickly!
Apply Through Our Website:We encourage you to submit your application through our website. It’s the best way for us to receive your details and ensures you’re considered for this fantastic opportunity. Don’t miss out!
How to prepare for a job interview at Robert Burns Ellisland Farm & Museum
✨Know Your Numbers
As a Finance and Funding Co-ordinator, you'll be dealing with lots of financial data. Brush up on your spreadsheet skills and be ready to discuss how you've managed budgets or tracked expenses in the past. Bring examples of your work to showcase your attention to detail.
✨Understand the Project
Familiarise yourself with the 'Saving the Home of Auld Lang Syne' project. Know its goals, funding sources, and the significance of Ellisland Farm. This will show your genuine interest and help you connect your skills to the project's needs during the interview.
✨Prepare for Grant Discussions
Since grant administration is a key part of the role, be prepared to discuss your experience with grant claims and compliance. Think of specific instances where you successfully navigated funding requirements and how you ensured accuracy in reporting.
✨Show Your Team Spirit
This role involves working closely with various stakeholders. Be ready to share examples of how you've collaborated in a team environment. Highlight your communication skills and how you’ve coordinated information between different parties to achieve project goals.
