Financial Administrator  

Closing Date: Midnight July 30th 2025

Job Title: Financial Administrator 
Location: West Highland Museum, Cameron Square, Fort William  
Reports to: Operations Manager 
Hours: Part-time, 15 hours per week  

Salary: £16.28 per hour 

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. 

Person Specification: 

The successful candidate will demonstrate a combination of technical skills, attention to detail, and a collaborative mindset. They will be comfortable working independently while also contributing to the wider goals of the museum team. 

Essential (Key) Skills and Experience: 

• Financial Administration: 
  Proven experience managing day-to-day financial tasks, including bank reconciliations, invoicing, and payroll. 

• Accounting Software Proficiency: 
  Competent in the use of digital accounting tools such as Xero (or similar), and able to input and extract financial data accurately. 

• Numerical Accuracy and Attention to Detail: 
  High level of accuracy in handling financial records, payments, and reports. 

• Organizational Skills: 
  Able to manage multiple tasks and deadlines across daily, weekly, monthly, and annual cycles. 

• Communication Skills: 
  Clear written and verbal communication skills for liaising with colleagues, suppliers, and stakeholders. 

• Discretion and Integrity: 
  Ability to handle confidential financial and personnel information with professionalism and care. 

• IT Literacy: 
  Proficient in Microsoft Office (especially Excel), and capable of learning new systems such as CRM platforms (e.g., Beacon). 

• Teamwork and Independence: 
  Able to work as part of a small, collaborative team while also being self-motivated and reliable when working alone. 

Desirable Skills and Experience: 

• Experience in the Charity, Arts, or Heritage Sector: 

            Understanding of charity financial processes and reporting obligations (e.g., HMRC, pension schemes, annual returns). 

• CRM Experience: 

           Familiarity with CRM platforms such as Beacon for managing memberships and donor records. 

• Fundraising or Grant Administration:  

           Experience supporting grant applications, donor relations, or membership schemes. 

• Event Coordination: 
  Involvement in organizing meetings, such as AGMs or audit committee sessions. 

• Survey and Data Collection: 
  Ability to assist with visitor surveys or collect/report on visitor numbers. 

• Knowledge of Financial Regulations: 
  Awareness of payroll, pension, and HMRC requirements relevant to small organizations. 

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 

• Sit 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  

To Apply:

Please email a cover letter and a CV to recruitment@westhighlandmuseum.org.uk 

We ask that you merge the CV and cover letter in one document with the cover letter on the first page. 

If you have any questions or inquiries please email the address listed above.