Key Responsibilities 

Finance Administration

• Together with the Finance Manager (Strategic) and the Co-Director, ensure that the charity’s finances are well managed and accounts are kept up to date.
• Maintain overall responsibility for accounts receivable, and support the Finance Manager (Strategic) with accounts payable.
• Working together with the Finance Manager (Strategic), ensure all income and expenditure is entered onto the electronic book-keeping system (currently Quickbooks) accurately and in a timely manner, and assigned to relevant funds in accordance with funders’ requirements and restrictions.
• Ensure all donation details are correctly entered into the Donorfy fundraising database.
• Ensure imported data in the accounting systems reconciles accurately with recorded transactions, and produce bank reconciliations as needed.

Finance Management

• Implement and monitor day-to-day financial controls, ensuring all processes meet audit and internal control standards. Ensure proper document storage, coding and audit trails for all transactions.
• Support the Finance Manager (Strategic) in reviewing and updating operational finance procedures and ensuring organisation-wide compliance.
• Working closely with the Finance Manager (Strategic) and the Co-Director, support improvements to finance systems and workflows.
• Act as a bank signatory where appropriate.

Income Management

• Ensure that all grants and other income due to the charity are received and managed in line with funder conditions and restrictions.
• Issue and track invoices to ensure all income owed to the charity is collected promptly.
• Ensure all cheques / cash income received is deposited into the current account in a timely manner.
• Support fundraising and individual giving colleagues by providing accurate, timely financial information on a weekly basis to strengthen donor stewardship and reporting.
• Maintain accurate records of gift aid declarations made. Prepare and submit regular Gift Aid claims to maximise eligible income.
• Maintain accurate records of gift-in-kind and pro bono donations, organisational assets and restricted funds.
• Ensure all income is recorded consistently across both the financial system and the fundraising database, working closely with the Individual Giving Manager to ensure alignment and information flow.

Operational Reporting and Support

• Provide financial administration support across the organisation, including for delivery teams and fundraising colleagues.
• Work closely with the Finance Manager (Strategic) to ensure accurate information flows between operational processing and financial planning/reporting.
• Provide responsive support to staff, helping them navigate finance processes confidently and consistently.
• Support the Finance Manager (Strategic) to prepare quarterly financial updates and Management accounts, as well as annual financial statements.
• Support the Finance Manager (Strategic) and Co-Director with payroll, pension reports and human resources management when required.
• Attend the quarterly Finance & HR committee meetings and contribute to preparing papers as needed.

General

• Undertake any other duties commensurate with the post.
• Support wider organisational activities as needed, including on occasion in the evenings or at weekends.
• Meet regularly for line management, supervision and appraisal with the Co-Director.
• Identify own training needs and undertake relevant training and development, approved by the Co-Director.