Financial Administrator - West Highland Museum

Posting date:	03 July 2025
Hours:	Part time
Closing date:	01 August 2025
Location:	Fort William, PH33
Remote working:	On-site only
Company:	HIJOBS
Job type:	Permanent
Job reference:	356018

Summary

The West Highland Museum is seeking a part-time Financial Administrator to manage day-to-day finances, including payroll, invoicing, and budget tracking. You'll support a small team, ensuring accuracy and compliance. The role is office based but there is some flexibility to work from home. Join us and help sustain a vital cultural institution.

The closing date for applications is July 30th 2025 at midnight.

Overview:

The Financial Administrator plays a vital role in ensuring the smooth financial operation of the museum. This position is responsible for managing day-to-day financial processes, maintaining accurate financial records, and supporting the administrative and operational needs of the organization. Working closely with the Operations Manager and external accountants, the Financial Administrator helps oversee budget tracking, donor and visitor income, membership systems, and regulatory compliance.

List of Administrators Duties:

Daily
-Check shop takings and put in safe
-Check and respond to emails

Weekly
-Input shop sales and donations to Zero accounts software (Monday)
-Reconcile bank a/c’s and account sheets (Monday)
-Empty donation jars (Monday)
-Check donations (Monday)
-Take banking to bank (Monday or Tuesday)
-Assist with inputting stock to till system
-Track and log visitor numbers
-Take booking for group tours – issue and follow up invoices as needed
-Move income generated from group bookings from Shop account to Trust bank accounts

Monthly
-Wages (By last day of the month)
-Make payments to nest pension systems
-Moffat (Visit Scotland) Survey (on receipt of email)
-Attend staff meetings (offsite)
-Collect and correctly log receipts
-Monitor and pay utility providing services (internet, Counsil tax, electricity etc)
-Log and pay invoices
-Issue and chase up invoices as needed
-Create brief monthly financial report for Operations Manager

Quarterly
-Pay HMRC (April, July, Oct, and Jan) by 15th of month
-Prepare financial reports for the board

Annually
-Liaise with accountants/ Operations Manager regarding annual accounts
-Create annual forecasted budget
-Help prepare Annual Report
-Draft letter to send with Annual Report
-Prepare envelopes for Annual Report
-Post annual report
-Assist the Operations Manager with organising the AGM, and attend AGM (September)

AD HOC
-Friends Scheme, Membership and adopt a Showcase renewals
-Chase Friends Scheme, Membership and adopt a Showcase payments
-Grant applications and claims
-Maintain membership list, Friends Scheme, and Adopt a Showcase on Beacon CRM system
S-it as a member of the Audit Committee
-Oversee and monitor bank accounts
-Support the early stages of the re-development initiative – Tracking/ recording spending, paying invoices etc