Co-ordinator
| Posting date: | 14 January 2026 |
|---|---|
| Salary: | £32,000 to £39,000 per year |
| Hours: | Full time |
| Closing date: | 12 February 2026 |
| Location: | Dalmally |
| Remote working: | On-site only |
| Company: | HIJOBS |
| Job type: | Permanent |
| Job reference: | 387701 |
Summary
Reports to: General Manager / Charity Director
Location: On site – Kilchoan Estate
Contract Type: Full-time – 40hrs / Job sharing might be considered for the right candidate
The Kilchoan Estate is a cultural and educational enterprise in restoration, preservation and sustainability. Across 1500 acres we are restoring habitats, creating gardens and caring for historic breed livestock. We are looking for enthusiastic applicants to join our team as a co-ordinator.
Situated on the north shores of Loch Melfort, the estate rises from sea-level to 270m. There are a range of distinct habitats including grasslands, peatlands, semi-natural ancient woodland, newly planted native woodland and exotic forestry plantations. We also run several marine projects including a native oyster restoration project and a kelp farm.
Key Responsibilities
1. Administrative & Operational Support
• Provide day-to-day administrative support to Heads of Department
• Support the wider team by resolving general administrative and basic IT issues as they arise
• Create and maintain document templates to support departmental administrative tasks
• Coordinate leave planners and maintain up-to-date staff records
2. Reporting & Governance
• Prepare and assist heads of departments with monthly, quarterly and annual reports for Executive and Trustee meetings
• Undertake confidential reporting where necessary
3. Health & Safety & Compliance
• Assist with the preparation, updating and maintenance of health and safety audits, risk assessments and logbooks
• Liaise with Heads of Department, Health & Safety providers and external contractors to ensure risk assessments, audit reports are current and contracted suppliers liability and RAMS documentation is up to date
• Ensure compliance with organisational policies and statutory requirements
4. HR & Staff Administration
• Support HR administration, including maintaining staff records (timesheets, scheme records, company benefits, work experience contracts)
• Work closely with the Charity Director on incoming grant applications, staff documentation and compliance records.
5. Bookkeeping & Financial Support
• Provide bookkeeping support using Xero.
• Manage petty cash, including fuel cards and day-to-day expenses.
• Reconcile expenses using Expensify.
• Maintain accurate financial records and reports at all times.
Skills & Experience (Desirable)
• Proven experience in an administrative or coordinator role
• Strong organisational and time management skills
• Experience using Xero or similar accounting software
• Confident in report writing and minute taking
• Understanding of Health & Safety and compliance processes
• High level of discretion and ability to handle confidential information
• Strong IT skills (Microsoft Office / Outlook / Teams)
• Ability to work independently and manage competing priorities
Personal Attributes
• Highly organised and detail-oriented
• Proactive and solution-focused
• Strong communication and interpersonal skills
• Flexible and adaptable to changing priorities
• Reliable and trustworthy
We encourage applicants who do not meet every area of essential criteria to apply, your transferrable skills may still make you the best candidate!
We provide both formal and informal training opportunities, with continuous personal and professional development supported. Additionally, there are opportunities to visit and collaborate with external organisations on a variety of projects. We also offer the following:
• Competitive salary
• Clear opportunities for career progression
• Enhanced employer pension contributions
• Long service awards
• Phone purchasing scheme
• Health and wellbeing support service
• Life assurance policy
• 34 holidays
For more information or to apply please email factor@kilchoanestate.co.uk with a cover letter and CV.
https://kilchoanmelforttrust.org/