Post Charity Finance and Administration Officer

Post Charity Finance and Administration Officer

Charity Finance and Administration Officer – ‘a space’ arts

Post – Charity Finance and Administration Officer

Reporting to – Director

Location – Tower House, Town Quay Road, Southampton, SO14 2NY (central Southampton)

Salary – £19,000k – £23,000k dependent upon skills and experience

Hours – Full Time (38 hours per week over 5 days – including occasional evenings). The post is subject to satisfactory 6-month probationary period.

Job Summary

This key post is part of a small team and has specific responsibilities in three main areas:

  1. Finance - Monitoring and reporting including VAT
  2. Governance - Support to board of trustees, including minuting meetings and compiling annual returns
  3. General admin and communication duties

Duties and responsibilities


  1. To be responsible for providing efficient and effective financial administration for the organisation; including monitoring and reporting on financial forecasts, maintaining project spreadsheets, raising invoices, controlling payments and processing monthly BACS runs in a timely manner.
  1. To assist the role of the director by providing comprehensive financial and statistical information, as well as compiling and submitting financial reports to support monitoring grant funded projects.
  1. To maintain, prepare and submit financial records including quarterly VAT returns, annual reports and accounts to the charities commission and companies house, along with liaising with accountants as required.


  1. To act as secretary to the board of trustees, including attending and minuting meetings, preparing reports and agendas, circulating papers and liaising with the chair and trustees to administer correspondence on their behalf.

General admin and communication

  1. To act as the main point of contact for the organisation and effectively signpost enquiries to colleagues, projects or services as required.
  1. To support the core team through actively participating in weekly team meetings and minuting actions.
  1. To research specific areas of interest for current and future projects, as required by the trustees, director or colleagues, and to present the results from research within the context of the organisations aims.


  1. To undertake other duties as may be deemed reasonably appropriate by the director.

Person specification (Essential = E / Desirable = D)


  • Excellent skills in maintaining accurate financial records including processing VAT returns and preparing financial reports (E)
  • Excellent Skills in information technology and programs including:
  • Microsoft office (especially Word and Excel) (E)
  • Accountancy software packages e.g. SAGE (D)
  • Familiarity with both Mac and PC operating systems (D)
  • Proven research and analytical skills (E)
  • Excellent time management skills, including the ability to prioritise own workload, manage directed work plans and meet key deadlines (E)
  • Well honed organisational skills, including the ability to assist colleagues and work collegiately in a team environment (E)
  • Excellent verbal and written communication skills (E)


  • Ability to efficiently multi task and deliver specific duties on time (E)
  • Ability to work proactively and on own initiative (E)
  • Ability to effectively communicate and report back to team members (E)
  • An understanding of the need to secure best value with limited charity funds (D)
  • Ability to analyse organisational processes and suggest the most appropriate ICT and finance system solutions (D)

Qualifications & Experience:

  • At least 2 years experience in financial administration involving some responsibility for maintaining and reporting on financial processes (E)
  • Previous experience in or knowledge of the arts and / or creative industries (D)

Character & Personal Qualities:

• Interested in working cooperatively to achieve organisational aims and complete projects (E)

  • Confident with numbers and a keen eye for detail
  • Self motivated, methodical and flexible, equally able to celebrate success and cope with (inevitable) frustrations and tight deadlines within a busy environment (E)

Process for appointment:

  • Application deadline: Friday 27th May 2016 at 17:00
  • Shortlisting: Tuesday 31st May 2016
  • Interviews:): Monday 6th or Tuesday 7th June 2016 (at Tower House - SO142NY date to be confirmed – please ensure you are available for either)

How to apply:

  • Electronic submissions only (no hard copy) should be sent to by the application deadline and must include:
  • CV (please ensure this is up to date) and includes 2 professional references
  • Up to 1 side of A4 detailing:
  • Why you would like to work for ‘a space arts’?
  • What can you bring to this role?
  • Your initial thoughts / approach to delivering the aims of the post (as listed in this document)


Experienced financial administrator needed for a small arts charity based in central Southampton as we embark on a period of significant expansion. Key aspects of the role include: finance monitoring and reporting (including VAT and charity returns) support to our board of trustees (including minuting meetings) and general admin and communication duties. This post offers excellent development and growth potential, for a proactive individual who shares the value of the charity and is committed to their own development.

You will need to be resourceful and self-motivated with excellent organisational, communication and information technology skills. The post would ideally suit someone with a methodical approach, who is comfortable working both on their own initiative and as an active member of a small team. The ideal candidate will be familiar with both accounting packages and principles.