Job Description
PARTICULARS
Post Finance and Administration Officer
Employer KPT Development Trust
Contract Two years, part-time (extension dependent on funding), subject to 3 months probation.Applications for job share will be considered
Salary £28-30,000 (pro rata) subject to experience (NJC Payscales SCP 15-19)
Pension Automatic enrolment into workplace pension scheme, if eligible
Hours 18 hours per week (excluding meal breaks). Hours of work are flexible and can be negotiated, subject to programme/project requirements, but occasional evening and weekend work can be expected
Annual Leave 28 days (pro rata)
Base KPT Office, Main Street, Penpont, Dumfries & Galloway
Responsible to Board of Directors with nominated director as line manager
Works with Development Officer / Finance Manager (Freelance) / Volunteer Directors / Activity Group Members / Other Volunteers
BACKGROUND
The KPT Development Trust (KPTDT) is a charitable company, established in 2018 to work with local people, community councils, the regional council and other stakeholders across the rural communities of Keir, Penpont and Tynron, Dumfries & Galloway, in order to tackle:
* jobs, disadvantage and conditions of life generally;
* the provision of local services and infrastructure;
* the protection, improvement and promotion of the local environment; and
* the advancement of the local, cultural heritage;
To this extent, the Trust:
* Plans, seeks funding for, implements and manages selected projects;
* Supports the efforts of groups and individuals to bring about community improvement;
* Builds partnerships with agencies able to access resources to intervene in community development;
* Promotes community capacity building;
* Initiates/supports social enterprise.
The Trust also has two subsidiary companies: KPT Community Trading, which runs the community café; and KPT Community Energy and Efficiency Limited, which generates electricity for sale to the grid to raise funds for community projects.
PURPOSE OF JOB
Generally, to provide excellent finance and administrative assistance to a small team of full-, part-time and freelance staff and volunteers in support of a range of Trust projects.
More specifically, to maintain the day-to-day accounts for the company and its subsidiaries, including bank reconciliations, journal posting, invoicing/issuing receipts and processing expenses; with the support of the Treasurer and Finance Manager, to produce month-end financial reports and help with budgeting, grant management and year end audits; to keep accurate financial, non-financial and HR records in hard copy and in electronic formats, as appropriate; and to act as a principal point of contact for the organisation.
PRINCIPAL TASKS
Take charge of the day-to-day financial activities and office administration of the Trust and its subsidiary companies and, in particular:
* Complete month-end financial reports (offline bookkeeping, bank reconciliations and written reports) accurately for the Treasurer and Finance Manager to review in time for directors meetings;
* Assist the Treasurer and Finance Manager with the preparation of financial data, tables and files for the annual budgeting process and year-end audit of accounts;
* Assist with the drafting of bids for grant funding and fundraising opportunities and with the monitoring and evaluation requirements of funders;
* Prepare invoices and receipts and process expense claims for stakeholders as required;
* File all financial documents on One Drive and in hard copy to comply with audit requirements;
* Manage basic HR systems such as staff holidays, sick leave and training, producing HR forms as necessary, updating and maintaining staff details and HR folders accordingly, and help with recruitment of new staff as required;
* Assist staff and board members with queries on finance or administrative matters (eg. booking catering or travel or arranging technical support), deal with correspondence, board papers and files as appropriate;
* Act as a principal point of contact of the organisation when appropriate, answering office calls, sorting letters and managing an office inbox, etc;
* Become familiar / comply with and draft new Trust policies and procedures, as required, in the pursuit of the above tasks;
* Identify and address health and safety concerns, as appropriate;
* Undertake any other appropriate duties as directed by the Trust.
EXPERIENCE, SKILLS AND ABILITIES
The following are essential (to be tested by interview):
Extensive (ie. at least 5 years) experience in a similar role, including:
* Experience of invoicing, issue of receipts and processing expense claims;
* Experience in preparing budgets, including event, project and company or charity budgets;
* Experience in managing data for the preparation of annual accounts and audits;
Proficiency with Excel spreadsheets and experience of using financial software such as Quickbooks, Xero, Sage or equivalent;
Good organisation skills, the ability to set and achieve realistic targets and to manage own workload;
Good communication skills, both written and oral, including the ability to present reports and information effectively to a wide variety of audiences;
Ability to work as a member of a team, including work with volunteers.
The following are desirable:
A relevant qualification in accounting or bookkeeping, ideally to at least AAT Technician standard Level 3;
Experience of the charity sector and its accounting requirements;
Understanding of the chart of accounts structure and cash/accrual accounting bases;
Experience of other computer applications such as Word, Outlook, Access database and/or Power Point etc.
Website and social media management skills;
Previous experience of community development work or transferable skills.
The post will be directly responsible to the Board of Directors of the Trust but supervised on a day-to-day basis by a nominated director of the Trust.The work of the postholder will be subject to mutually agreed objectives and regular performance reviews.
This post is funded by the National Lotterys Community Fund, Annandale and Nithsdale Community Benefit Company (ANCBC) and local community councils.
HOW TO APPLY
For more background on the Trust, or to contact us about this post, please see our website https://kptdevelopmenttrust.org.
Applicants should submit a CV with covering letter by 5pm on Friday 28 February, 2025.
Interviews for shortlisted candidates will take place in the KPTDT Office in Penpont, Dumfries & Galloway on Monday 10 March, 2025.
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