Charitable Funds Officer

Job description

Job responsibilities

Main responsibilities

1. Day to day operation

1.1. Ensure that all approvals for expenditure, invoices, requests for payment and receipt of income are dealt with in a timely manner.

1.2. Ensure that all transactions are input to the Charitable Funds system in a timely manner.

1.3. Maintain cashbooks and ensure reconciliations to bank statements are completed.

1.4. Ensure all suspense account reconciliations are completed monthly.

1.5. Ensure the Charitable Funds authorised signature list is kept up to date.

1.6. Manage all legacies left to the Charity.

1.7. Be the main contact point re VAT issues in connection to Charitable Fund expenditure.

1.8. Month End Accounting and Reporting.

2. Investments

2.1. Liaise with the Charitable Funds investment brokers regarding all aspects of the trust investments.

2.2. Ensure investment reporting to the Charitable Funds Committee

2.3. Review the level of investment and make recommendations on any changes in agreement with the Assistant Director of Finance

2.4. Manage a process for review of the investment brokers on a three or five yearly basis.

3. Support for Fund Advisors

3.1. Ensure Fund statements are issued to Fund Advisors monthly.

3.2. Develop the information that can be provided to Fund Advisors.

3.3. Keep up to date with Charity Law and guidance from the Charities Commission and the HFMA and update the Charitable Funds Committee and Fund Advisors accordingly.

4. Management of the finance system

4.1. Be responsible for all aspects of administration of the Trust Charitable Funds Financial Accounting System.

4.2. Liaise with the system provider re any system issues.

4.3. Be responsible for reviewing the Charitable Funds system to assess it still meets the trust requirements.

4.4. Ensure that the Charitable Funds system is updated to meet changes in accountancy practice and the information is accurate and up to date.

4.5. Ensure housekeeping is done on the Charitable Funds system.

5. Annual Report and Accounts

5.1. You will be responsible for the planning and organising the completion of Charitable Funds Annual Accounts and Report.

5.2. You will produce a timetable to ensure their accurate and timely completion to meet deadlines.

5.3. You will liaise with external audit to discuss their requirements for the completion of the annual audit.

5.4. From the Audit of the Annual Accounts, you will identify and implement any accounting or procedures changes that may be required.

5.5. You will submit the Annual Accounts and Report to the Charities Commission in accordance with their deadlines.

6. Other duties

6.1. Ensure the Trusts Standard Financial Instructions and Standing Orders are complied with in relation to Charitable Funds.

6.2. Liaise with internal audit to meet their requirements to complete system audits.

6.3. Cover duties of the other staff when necessary.

6.4. Play an active part within the Charity team, supporting where possible the Charitys annual fundraising plans and strategy for future growth.

6.5. Any other duties appropriate to role.

Person Specification

QUALIFICATIONS / TRAINING

Essential

• Educated to NVQ level 4 / Association of Accounting Technicians (AAT) Technician level or equivalent demonstrable knowledge and experience.
• Experience of working within a numeric, business planning environment.
• English and Math GCSE grade 9-2 (A*-E) or equivalent.

Desirable

• Evidence of continuing professional development.

KNOWLEDGE, EXPERIENCE & EXPERTISE

Essential

• Experience of working in a complex organisation and an understanding of how to effectively manage key stakeholder relationships.
• Experience of advising non finance managers, staff, and other customers on sensitive and contentious issues.
• Accurate spreadsheet and database skills and experience of inputting and manipulating data to use in a variety of situations where speed and accuracy are necessary.
• Clear and concise communication skills, with the ability to provide and receive routine information orally, in writing or electronically.
• Good numerical skills to be able to carry out complex financial calculations.
• Ability to work under own initiative through detailed understanding of procedures with the ability to make judgements within defined guidelines consider a range of options.
• Experience of working to financial timescales.

Desirable

• Knowledge of legislation as it affects Charity financial guidelines and related Charity Commission guidance, or willingness to learn on the job.
• A detailed understanding of spend approval in a large complex organisation.
• Knowledge of the Information Commissioners Office, Charity Commission, Fundraising Regulator, Institute of Fundraising's Codes of Fundraising Practice, GDPR and other data protection and governing bodies, or willingness to learn on the job.

COMMUNICATION AND RELATIONSHIPS

Essential

• Ability to establish and maintain relationships with a range of stakeholders both internal and external
• Form a close relationship with Charity Team, work one day a week on site with the team.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Certificate of Sponsorship

Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab).

From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab).

UK Registration

Applicants must have current UK professional registration. For further information please see NHS Careers website (opens in a new window).

Employer details

Employer name

Calderdale and Huddersfield NHS Foundation Trust

Address

Acre Mill

Acre Street Lindley

Huddersfield

HD3 3EB

Employer's website

https://www.cht.nhs.uk (Opens in a new tab)