Flexible Hours, Part Time, 3 Days Per Week (Or 20 Hours Over 4 Days)

DM Thomas Foundation for Young People

Finance Executive

Flexible hours, part time, 3 days per week (or 20 hours over 4 days)

£34,000 pro rata

Job Description

Working alongside a small experienced team and based in West London, this part time role offers the opportunity to be part of our mission to transform young lives.DM Thomas Foundation for Young People is an independent registered charity (number 1084220) that supports projects assisting disadvantaged children and young people across Europe.

Finance Executive
The candidate will require at least four years' experience of accounting to trial balance, at least two years’ experience of working on Sage Line50 and Sage Payroll and databases. Charity accounting experience is essential. Qualified to at least A level standard (or equivalent) with additional finance related qualifications.Candidates should possess an ability to communicate clearly, verbally and in writing, and the position requires excellent attention to detail.

Full job description:

JOB SUMMARY

• In consultation with and reporting to the Head of Finance, to operate the Foundation’s finance administration processes accurately and efficiently.
• Provide an accurate and comprehensive book keeping service to the Foundation, accounting for all incoming and outgoing funds under the direction of the Head of Finance.
• Prepare monthly management accounts.
• Working with the fundraising team, liaise with corporate volunteers undertaking fundraising events, to ensure appropriate guidance for financial management and reconciliation of charitable funds raised.

DUTIES (not exclusive)

1. Income management

Enter income (cash, cheques, credit card payments) received by the Foundation office into Sage accounts (daily as applicable), regular banking of cheques. Post income banked by corporate partners (Hilton Hotels being our main partner) when shown on the bank statement including timely reconciliation of any issues arising. Monitor and post online giving portals and other sources of income. Ensure accurate recording of each hotel’s fund balance.

2. Sales ledger

Raise sales invoices (e.g. for events tickets, and any inter-company transactions) promptly on Sage accounts and send out as required. Allocate payments against the relevant invoice when received. Reconcile the sales ledger and carry out credit control on any overdue invoices monthly).

3. Payroll Giving

Prepare monthly journals based on reports from payroll giving agency, match against money received into bank account. Update the Filemaker database and Sage records accordingly.

4. Purchase Ledger

Operate the bought ledger following the appropriate procedures; including preparing cheque requisitions, matching to purchase orders, checking invoices, entering on Sage accounts and raising/processing payments (ad hoc). Reconcile the purchase ledger on a monthly basis noting any action that needs taking (monthly).

5. Bank reconciliations

Update Sage accounts against bank statements on a weekly basis, produce bank reconciliations on a monthly basis for review by the Head of Finance.

6. Petty cash

Operate an imprest system, raising a cheque to replenish the float. Reconcile the float (monthly), analysing the expenses and posting them to the Sage accounts system.

7. Liaison with Hilton Head office

With initial guidance from the Head of Finance, liaise with Hilton head offices in Watford, Glasgow and India and build relationships with key finance personnel.

8. Management accounts

Help prepare financial reports for the Board of Trustees, for review by the Head of Finance (monthly).

9. Fundraising

Compile monthly tables of individual hotels’ fundraising, based on banked and reconciled funds, and liaise with hotels to resolve queries. Respond to ad hoc requests for banking updates from our corporate partners. Prepare spreadsheets for the profits and loss of major events. Resolve queries.

10. Payroll

Operate monthly payroll process for seven employees, including RTI, auto enrolment and HMRC liabilities.

11. Trading Company
Issue invoices and monitor sales of Foundation merchandise through DMTFYP Trading Ltd and prepare VAT and EC Sales returns.

12. Other financial duties

Assist the Head of Finance as required with other finance work as needs arise (ad hoc) including sponsorship forms reconciliation, Gift Aid, budget or audit assistance.

13. Office support

Working with other members of the Foundation team, monitor stock and order stationery, collateral and other resources as required. Provide administrative assistance including outgoing post, answering general calls to other members of the Foundation team during their absence or at times of peak activity (ad hoc).

PERSON PROFILE

This is a unique opportunity to be part of a small experienced team that aims to deliver consistent, high quality service to all our stakeholders.The vacancy will suit somebody with proven charity accounting and Sage experience and a consistent, methodical approach with the ability to communicate clearly and engage with the team and with our volunteer fundraisers. The role requires aself-starter with plenty of drive and energy.

• At least 4 years accounting experience and proficient use of Sage (2 years’ experience).
• Qualified to at least A level standard (or equivalent) with additional finance related qualifications
• Payroll and VAT experience
• Proficient user ofMicrosoft Office, particularly Excel.
• Proficient at database management
• Proficient at internet-based platforms e.g. banking, payment runs.
• Excellent time manager
• Excellent attention to detail
• Experience of working in a complex environment
• Experience of working with multiple currencies an advantage
• Able to advise fundraisers on charity accounting rules relating to VAT, gift aid and fund accounting.
• Positive hands-on attitude
• Ability to work with wide network of volunteers and build rapport quickly
• Ability to communicate verbally and in writing clearly
• Ability to communicate financial procedures to non-financial colleagues
• Self-sufficient problem solver
• Enthusiasm for the charity sector

This is a busy and demanding role, for which the incumbent will be responsible for managing their time effectively in order to undertake the tasks assigned and manage ongoing duties. Due to the nature of the Foundation's work, flexibility and willingness to work outside normal office hours as well as volunteer at events will be required.Staff have a responsibility to ensure that their activities comply with the Foundation’s Data Protection Policy and Procedures.