THE TINY LIVES TRUST

FINANCE OFFICER

APPLICATION PACK

February 2015

Dear Applicant

Finance OfficerPost

Thank you for enquiring about the Finance Officer post at Tiny Lives and I am pleased to enclose further details about this vacancy.

The role of Finance Officer is a key member of staff in a small team, comprising the Head of Tiny Lives, a full-time Administrator/Fundraiser, and a part-time Community & Events Fundraiser. The postholder will have overall responsibility for managing the charity’s finances using Sage Line50, tracking grants awarded, and assisting with budgets and end of year accounts.

It is worth highlighting that this is more than a standard finance role as the postholder will be part of a small team in an open plan office where staff are passionate about their work. As Tiny Lives is both a fundraising and grantmaking charity you will provide excellent customer support and enjoy an active involvement in all aspects of the charity as it takes the next step in its development.

To apply please complete the attached application form highlighting your skills and experience that demonstrate your suitability for the role. Please also enclose details of two referees, one of whom should be your current/most recent employer.

Applications must be received by midday on Friday 27th Februaryand can be emailed to . If you are shortlisted we will let you know a date for interview in March. If you have not heard from us by Friday 6thMarch, please assume that on this occasion your application has been unsuccessful.

The information you give in your application will not be held by the Tiny Lives Trust any longer than is necessary and will not be used for any purpose other than to assess your suitability for the advertised post.

Meanwhile, you can find out more about the Tiny Lives Trust by visiting our website and I look forward to receiving your application.

Carol Meredith

Carol Meredith

Head of Tiny Lives

enc

Finance Officer

JOB DESCRIPTION

This is a finance and administrative role in a small team where knowledge of charity law will be a key element of the postholder’s remit. The Finance Officer will work closely with the three other members of staff, particularly the Administrator/Fundraiser, to support the charity’s core work as a fundraising and grantmaking organisation.

MANAGEMENT ACCOUNTS

  • Updating and maintenance of accurate financial records and transactions using Sage Line 50.
  • Day to day transactions recording using Sage Line 50 including sales and purchase ledger invoices/payments.
  • Production of SOFA reporting against budget.
  • Responsibility for counting and banking cash collections.
  • Management of the Sales and Purchase ledgers.
  • Responsibility for weekly/monthly reconciliations and production of draft management accounts, including any journal entries.
  • Responsibility for the effective recording of petty cash.
  • Support the Head of Tiny Lives with financial reporting as required.
  • Preparation of audit file and liaison with the auditors for the end of year accounts.

GRANT ADMINISTRATION

  • Preparation of financial information relating to grant spend and production of financial reports for Grants Sub-Committee meetings.
  • Supporting the grantmaking process with an efficient awarding and management of grants in line with the Trust’s policies.
  • Management of individual and multi-year grant payments linked to Tiny Lives awarding of charitable grants.
  • Monitor and report on grants awarded and actual spend.
  • Support the Head of Tiny Lives with grant giving analysis reports and financial reporting as required.
  • Administration of purchase orders, invoices, and payments.
  • Production of grants reports for analysis of grantmaking.

FINANCIAL PLANNING

  • Work with the Head of Tiny Lives to ensure compliance and accuracy of financial data.
  • Support the Head of Tiny Lives with the production of annual budgets, accounts and reports, and submissions to the Charity Commission and Companies House.
  • Provide support to the Head of Tiny Lives linked to development work.
  • Provide monitoring information to support strategic planning and annual budgets.
  • Take an active role in strategic financial planning linked to good governance.
  • Participate in annual planning and development sessions.

FUNDRAISING ADMINISTRATION

  • Responsibility for the counting and recording of cash and cheques received,
  • Manage the administration and analysis of online donations including Justgiving, Virgin Giving, etc.
  • Manage a system for distribution, recording, and collection of charity collection tubs.

ORGANISATIONAL FINANCE

  • Updating and maintenance of a Fixed Asset Register.
  • Liaison with payroll agent and checking of monthly payroll reports.

CHARITY LAW

  • Develop and maintain a thorough understanding of, and ensure compliance, with all legal and contractual requirements associated with fund raising, including risk assessment and volunteer management practices.
  • Keep up to date with current fundraising trends and developments in the charity sector through relevant publications, websites, conferences, and networking.

TEAM WORKING

  • Work as part of the team to plan, implement and grow the charity's annual income.
  • Contribute to the growth of Tiny Lives' credibility and reputation by reflecting the charity's values and ethos.

MISCELLANEOUS

  • Participate in appropriate development and training activities as determined by an annual review.
  • Work outside normal office hours when required.
  • Any other duties as may be required.

PERSON SPECIFICATION

Essential / Desirable / Applic / Interview
Qualifications /
  • Good general standard of education including GCSEs at C or above
/
  • AAT qualification
  • A-level or equivalent in a relevant subject area
/ *
*
Experience /
  • Demonstrable experience of Sage accounts software
  • Production of management accounts, financial statements, and financial reporting using Sage Line50 or other accounting software
  • Experience of banking and secure processes
/
  • Knowledge of charity law
  • Experience of working for a charity
  • Experience of payroll
/ *
*
*
* / *
*
*
*
Personal /
  • Excellent verbal and written communication skills
  • Well developed team working qualities and a positive, enthusiastic, and can-do attitude
  • Strong commitment to the values of Tiny Lives
  • Ability to prioritise and manage own workload and meet deadlines
/
  • Active role in own personal and professional development
/ *
*
*
*
Other /
  • Able to provide basic administration office cover during absence
  • Ability to work occasional varied work patterns according to the needs of Tiny Lives
/
  • Car owner/driver with current, clean driving licence or access to suitable means of mobility
/ * / *
*

Please note, if appointed, the applicant will be required to undertake a form of Enhanced Check with the Disclosure and Barring Service.

TERMS & CONDITIONS

1 Salary

£18-21,000 dependent on experience (15hours per week pro rata)

2 Period of employment

This is a permanent contract starting as soon as possible, subject to satisfactory completion of a 6 month probationary period.

3 Pension

Upon completion of your probationary period, The Tiny Lives Trust will contribute up to 6% of your annual salary to the company stakeholder pension, providing you make matching contributions of at least 5%.

4 Hours

15 hours per week. Patterns of working may be negotiated but preferred working hours are 9.30am-1.30pm five days per week.

5 Leave

25 days per year pro rata plus public holidays for the period of employment.

6 Probation

The post is subject to a six month probationary period.

7 Offices

The Tiny Lives Trust is currently based within the Community Foundation’s offices in central Newcastle which are accessible for disabled people. The offices are non-smoking. A move to new office accommodation is due to take place in 2015.

8 Travel

The Tiny Lives Trust will pay business travel expenses and post holders will require business travel insurance if they use their own vehicle on company business.

9 Equality and Diversity

The Tiny Lives Trust recognises that everyone has a unique contribution to make to the life of our communities. We welcome the involvement of all people and aim to treat everyone with equal respect. Please inform us of any adjustments or requirements you may have during the application process so that we are able to meet your needs.

Tiny Lives is a charitable trust that helps to care for 800+ premature and sick newborn babies and their families each year. It supports the Newcastle Neonatal Service at Newcastle Royal Victoria Infirmary that cares for babies from across the North East and Cumbria. A staff of 120 nurses and 30 doctors look after 34 babies at any one time and in 2012/13 the unit cared for over 674 babies, including over 209 who had been transferred to the RVI from other hospitals in the region.

Tiny Lives supports the highly specialist care provided by both neonatal intensive care (NICU) and special care baby unit (SCBU) facilities, and helps the work of the unit in a number of ways

  • developmental care aids for newborn babies - eg the Freddy Frog positioning aid helps tiny limbs stay in the correct position
  • specialist training equipment including simulation baby training kit that mimics a newborn baby
  • the salary of a Paediatric Physiotherapist to aid early development, support families, and train nursing staff
  • memory boxes, a journal, camera, and stickers for parents to chart their baby’s progress in the early critical days, weeks, and sometimes months
  • furnishing a parents’ room and accommodation as families often have to stay close to their baby
  • improving amenities, facilities and services within the ward
  • providing financial support for low income families who may have to travel for many months from across the region
  • research into neo natal care

We also have a very active Facebook page you will see the tremendous loyalty and support of parents whose child has been on the Special Care Baby Unit and the wealth of fundraising activity they get involved with.

Tiny Lives Trust - Job Application Form

Post Applied for: / Finance Officer
Closing Date: / 27February 2015 / Interview Date: / tbc March 2015
Please complete this form fully using black ink or type. CVs WILL NOT BE ACCEPTED.
THE INFORMATION YOU SUPPLY ON THIS FORM WILL BE TREATED IN CONFIDENCE.

Section 1Personal details

Last Name: / First Name:
Address:
Postcode:
Contact Telephone Number:
Mobile Telephone Number:
E-mail address:

Section 2Current or Most Recent Employment

Name of Employer:
Address:

Postcode

Post Title:
Start date:
Brief description of duties:
Period of Notice (if applicable):
Leaving Date (if applicable):
Reason for leaving (if applicable):

Section 3Previous Employment (Most recent first)

Please give details of paid and any relevant unpaid volunteer roles.
Name of Employer:
Address:

Postcode

Position Held:
Dates worked:
Brief description of duties:
Reason for leaving:
Name of Employer:
Address:

Postcode

Position Held:
Dates worked:
Brief description of duties:
Reason for leaving:
Name of Employer:
Address:

Postcode

Position Held:
Dates worked:
Brief description of duties:
Reason for leaving:
Continue on a separate sheet if necessary

Section 4Education and Training

Please give details of any qualifications obtained from Universities, Colleges and Schools and training courses which are relevant to yourapplication, in chronological order starting with the most recent.
University/College/School/Other / Course / Qualifications and Grades Obtained and Dates
Title of Training Programme or Course and qualification if any / Duration and Dates
Continue on a separate sheet if necessary

Section 5Personal Statement

Abilities, skills, knowledge and experience.
Using the Person Specification as a guide, please outline how your own experience, skills and achievements are relevant to this post and how they meet all the requirements of the Job Description. Include voluntary activities where relevant.
Section 6Child Protection
Tiny Lives work may involve contact with children adults and in seeking to safeguard them staff will be required to have a DBS check to ensure their suitability for this post.
Do you have any convictions? /

Yes

/

No

Are you aware of any police enquires undertaken following allegations made against you, which may have a bearing on your suitability for this post? /

Yes

/

No

Section 7Disability Discrimination Act
This Act protects people with disabilities from unlawful discrimination. We actively encourage applications from people with disabilities. The Disability Discrimination Act defines a disabled person as someone who has a physical or mental impairment which has a substantial and adverse long term effect on his or her ability to carry out normal day to day activities.
Do you have a disability which is relevant to your application? /

Yes

/

No

If yes, please give details:
We will try to provide access, equipment or other practical support to ensure that people with disabilities can compete on equal terms with non-disabled people.
Do we need to make any specific arrangements in order for you to attend the interview? /

Yes

/

No

If yes, please give details:
Section 8References
Please give the names and addresses of two referees; one should be the chief executive of your current or most recent employer if applicable. Please do not give members of your family.
Reference 1 / Reference 2
Name: / Name:
Position: / Position:
Relationship: / Relationship:
Organisation: / Organisation:
Address: / Address:
Postcode / Postcode
Telephone: / Telephone:
Email: / Email:
Are you willing for this referee to be approached prior to the interview? /

Yes

/

No

/ Are you willing for this referee to be approached prior to the interview? /

Yes

/

No

Section 9Declaration
Statement to be Signed by the Applicant
All the information given by me on this form is correct to the best of my knowledge.
Signed: / Date:
R E T U R N I N G T H I S F O R M
Please return the completed application form to:
FAO: Carol Meredith
EQUALITY monitoring form
The Tiny Lives Trust wishes to be representative of the community it serves. To do this, we monitor applicants for employment, so that we can check whether we are attracting and recruiting a diverse group of people.
Please complete this form.
We would therefore be very grateful if you would complete this form. Please note:
- the information you give is strictly confidential
- the completion of the form or any part of it is entirely voluntary
- the questions are entirely about how you classify yourself
The form will be separated from your application form on receipt and will not be taken into account when we shortlist applicants or choose who we appoint to the job.
Post applied for:
I would describe myself as ((Please tick the appropriate boxes below)
WHITE
□ British
□ Irish
Other white background, please state: / BLACK OR BLACK BRITISH
□ African-Caribbean
□ African
Other black background, please state:
MIXED
□ White and Black Caribbean
□ White and Black African
□ White and Asian
Other mixed background, please state: / CHINESE OR OTHER ETHNIC GROUP
□ Chinese
Any other ethnic group, please state:
ASIAN OR ASIAN BRITISH
□ Indian
□ Pakistani
□ Bangladeshi
Other Asian background, please state:
…………………. / YOUR DATE OF BIRTH:______
YOUR GENDER
□ Female
□ Male
If you wish, you may tell us about your religion or faith and sexual orientation below.
How would you describe your religion or other belief?
My faith is………….
□ I do not have a faith / How would you describe your sexual orientation?
□ Towards persons of the same sex
□ Towards persons of the opposite sex
□ Towards persons of the same and the opposite sex
□ I consider myself to have a disability
□ I do not consider myself to have a disability
Where did you see this job advertised? ………………….
For office use only.
Applicant reference number…………………………….