Coordinator

HIJOBS; Dalmally; On-site; GBP 60,000 - 80,000; Full time

Job summary

A cultural and educational enterprise is seeking a coordinator to provide key administrative, operational, and bookkeeping support. This role is vital for smooth daily operations and involves managing HR tasks and ensuring compliance. The ideal candidate should have proven experience in similar roles and strong organisational skills. Key benefits include a competitive salary, career progression opportunities, and various well-being support services. Interested applicants should email their CV and cover letter to apply.

Benefits

Competitive salary

Clear opportunities for career progression

Enhanced employer pension contributions

Long service awards

Phone purchasing scheme

Health and well-being support service

Life assurance policy

34 holidays

Qualifications

• Experience in administrative or coordinator roles is essential.
• Proficient in bookkeeping and financial management tasks.
• Must demonstrate strong IT skills including Microsoft Office.

Responsibilities

• Provide daily administrative support to various departments.
• Prepare reports for Executive and Trustee meetings.
• Assist with health and safety audits and compliance.
• Support HR with maintaining staff records.
• Provide bookkeeping support using Xero.

Skills

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

Tools

Xero

Expensify

Job description

The coordinator provides comprehensive administrative, operational, and bookkeeping support to the General Manager, Charity Director and Heads of Departments. The role is central to ensuring the smooth day‑to‑day running of the organisation, supporting long‑term projects, maintaining compliance and delivering financial and operational reporting.

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!

Benefits

• 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 [e-mail] with a cover letter and CV.

https://kilchoanmelforttrust.org/