Grade: 5
Position type: Fixed Term for 12 months, Full Time, 37.5 hours per week. Flexible working may be considered
Responsible to: Financial Controller
Direct reports: N/A
Location: ShelterBox HQ, Truro, Cornwall (Hybrid working with at least 2 days a week in the office)
Role purpose:
A key member of the finance and financial accounts teams, supporting colleagues and the wider charity by taking responsibility for maintaining elements of the financial records of the charity.
Ensuring compliance with technical and legal requirements, safeguarding the assets of the charity.
Generating data that will allow for informed decisions to be made, maximising the impact that the charity can achieve for people effected by disasters.
Who are we looking for?
Experience in working in a finance team including maintaining nominal ledger and purchase ledger, payroll and reconciliations. The individual may hold AAT qualification or be qualified by experience.
We are looking for an experienced finance professional to join our busy team and to help provide a great finance service. You will have excellent attention to detail, good knowledge of finance processes and work well as part of a busy team. Having great organisational skills, you will be able to manage multiple tasks at the same time, work proactively and be a good communicator.
We encourage innovation and new ideas and would welcome you sharing your experience with us, to further develop our team.
The organisation has ambitious system development plans and would welcome your involvement in this programme.
This is an exciting opportunity to join a friendly and vibrant organisation.
Duties will include but not be limited to:
Maintain Financial Records
· As part of the Financial Accounts team (two Finance Officers and the Financial Controller) take a share of the responsibility for maintaining the financial records of the charity, ensuring compliance with processes and technical and legal requirements, and safeguarding the assets of the charity.
· Provide support to internal and external stakeholders in operating or using/getting benefits from the outputs from your areas of responsibility.
· Areas of responsibility will include: -
· Processing and payment of invoices and bank transfers, including foreign and urgent payments.
· Processing of donations from journals generated from the CRM system, reconciling to bank receipts, and resolving any queries or discrepancies in collaboration with the Supporter Care team.
· Bank and petty cash recording and reconciliation. Including bank account reconciliation on a weekly basis, petty cash and foreign currency. Submission of bank reconciliations for approval by Financial Controller.
· Enter expected cash outgoings into weekly cash flow document.
· Credit Card and Expense Claims (detailed below)
· Process Payroll (detailed below)
· Purchase and sale of foreign currency as discussed with Financial Controller.
· Monthly gift aid submission including generation of Gift Aid submissions, complete pre-claim checks, submission and reconciliation to receipts from HMRC. Submission of draft gift aid submission for approval by Financial Controller.
· Month End - (detailed below)
· Year End – As instructed by the Financial Controller generate reports and information to support preparation of annual report and audit file. Answer audit queries provided by the charities auditors.
· Maintenance of the organisation’s fixed asset register, posting journals for depreciation, acquisitions and disposals.
· Monitoring of finance inbox and support organisation with requests for financial information.
· Provide Support to organisation with procurement and purchase ledger system Focal point.
· Update projects/funds on Dimensions.
· Maintaining accounting records for our subsidiary company, ShelterBox Trading.
Credit Card and Expense Claims
· Maintenance of the Company Credit cards, submitting requests for new cards, adjusting credit limits and cancelation of cards.
· Download credit card transactions and upload to Acloud Expense system and submit to credit card holders for completion of expenses.
· Review, approve and post to finance system credit card expenses and claims for expenses using Acloud expense system.
· The issuing and reconciliation of cash advances for SRT teams.
· Provision of new credit cards for Staff/SRT’s and deal with any issues.
Payroll
· Processing the monthly payroll with information provided by HR Department using Sage Payroll Software and initiating payment and payslips to staff.
· Monthly submission of payroll reports to HMRC and process payment of PAYE, NI and student loans to HMRC.
· Maintenance of the company pension scheme, uploading details of monthly contributions with Scottish Widows. Dealing with issues and queries around this.
· Monthly reconciliation of payroll control accounts.
· Providing support to the HR team around pay, pension loans etc
Month End
· Assist with timely month end process by completing work to meet monthly deadlines.
· Calculation of the month end prepayments and accruals, processing the relevant journals, ensuring the reconciliation of balances to Dimensions.
· Monthly reconciliation of income between CRM and Dimensions.
· Calculate of currency revaluation for foreign currency accounts held on a monthly basis, submit to Financial Controller for approval and post to Access Dimensions.
· Produce month end bank reconciliations for approval by Financial Controller.
· Calculation and posting to finance system of credit card accrual.
· Produce salaries reconciliation for approval by Financial Controller.
· Production and distribution of income and expenditure and transaction reports for budget holders.
· Assist with roll forward of department forecast templates.
Special Projects:
- Provide support to the Finance Team Managers, Deputy Director of Finance and Director of Finance including undertaking special projects as requested.
· Providing financial team support on cross departmental projects as required.
· Carbon footprint work for the organisation
· Produce weekly/monthly reports to the SLT team as requested
Other responsibilities
· Any other duties as required which are deemed appropriate to the level and grade of the post.
Please note: This role is Cornwall based with an expectation of office attendance a minimum of two days per week.