Finance Officer | Third Sector - Job Description & Person Specification [HR]
JOB DESCRIPTION
Finance Officer Third Sector
INTRODUCTION TO [INSERT NAME OF ORGANISATION]
The [INSERT NAME OF ORGANISATION] is based at [Insert address of Organisation. The Accommodation is owned by [Insert].
The [INSERT NAME OF ORGANISATION] has the use of a general office / reception and individual office accommodation. The Organisation is funded by [Insert funder(s) of the Organisation].
ROLE OF THE [INSERT NAME OF ORGANISATION]
The [INSERT NAME OF ORGANISATION] plays a vital role in the development of co-ordination and support of voluntary organisations in [INSERT NAME OF borough/County]. The [INSERT NAME OF ORGANISATION] also plays major a role as one of the links to Local Authority voluntary sector funding programme. A significant proportion of voluntary sector organisations in [Insert *Borough/*County] use the developmental opportunities offered by the [INSERT NAME OF ORGANISATION].
The [INSERT NAME OF ORGANISATION] enables the development of the community for the maximum potential of its members through a structured service.
The [INSERT NAME OF ORGANISATION] has a key developmental role in [Insert *Borough/County], which involves contact in excess of [Insert No.] organisations/groups in [Insert *Borough/County]. It also works to provide invaluable help at such other support activities viz, to initiate, support and develop voluntary activity and organisations [Insert name of Borough/County].
It draws from all geographical areas of the [*Borough/*County] with the use of all of facilities and resources available. It is currently seeking a greater percentage of members from ethnic minority backgrounds helped by increasingly effective monitoring of its performance as well as effective implementation of its Equal Opportunities Policies. The [INSERT NAME OF ORGANISATION] provides for a range of support and development services to voluntary and community organisations in [Insert *Borough/County] in response to the needs of the voluntary sector. Our aims are:
==> To identify social, community and other needs and to initiate, (and to help other community members initiate) and develop appropriate voluntary, community and self help activity.
==> To work with voluntary organisations to support and develop activities through the provision of practical help, support, advice, information and training.
==> To work with voluntary organisations, the statutory sector and businesses to support and develop activities through consultation, co-ordination, joint projects and partnerships.
The availability of resources outlined combined with the [INSERT NAME OF ORGANISATION] being Members of the wider national network adds to the accessible advice and assistance available through us. To be benefit by these services and facilities, organisations must be based in [*Borough/*County] and affiliated to the [INSERT NAME OF ORGANISATION].
Our principal activities include:
To educate and train organisations in [Insert *Borough/County] through a programme of activities so as to develop their skills, experience and capacities to achieve best value to potential funders and community in the [*Borough/*County] who will benefit;
To present, produce, promote, organise, manage and conduct meetings, lectures, seminars, debates, conferences, libraries or exhibitions;
To provide and/or promote best practices within Organisations [*Borough/*County] & to enable/empower them to become more effective and efficient in service delivery to the community in [Insert *Borough/County].
To promote and support Groups/Organisations to help address need.
ORGANISATION STRUCTURE AND FINANCE
The [INSERT NAME OF ORGANISATION] is a registered charity and a company limited by guarantee. The rules and regulations governing the management of the organisation are contained in the Memorandum and Articles of Association.
It is managed by a Board of Directors elected by the members of the organisation. Full membership of [Insert Name of Organisation] is open to any organisation working for the benefit of the community, in particular, the advancement of education, the protection of health, the relief of poverty, distress and sickness, subject to the following criteria:
Each year the [INSERT NAME OF ORGANISATION] holds an Annual General Meeting of member/affiliated organisations at which the Board Members are elected. At every Annual General Meeting one third of the Board of Directors retires from office. A retiring committee member is eligible for re-election. The Board of Directors and members also have the powers to convene general meetings of the organisation at any other point in the year at which topical issues and areas of concern can be debated by the full membership.
The Board of Directors are responsible for the strategic direction of the [INSERT NAME OF ORGANISATION], in accordance with the rules and regulations set down in the governing instruments. It may also establish sub-committees to look at special aspects or tasks, and conform to any regulations that are imposed upon them by the Board. It is required to report all acts and any proceedings to the Committee as soon as is reasonably practical.
FINANCE THIRD SECTOR
Fundraising:
The [INSERT NAME OF ORGANISATION] have a three-year Partnership Arrangement with the [Insert who?] for the period [Insert period], (which is expected to be renewed once again for a further three years), and a Fundraising Project funded [Insert name(s) of funder(s)].
The [INSERT NAME OF ORGANISATION] has a Fundraiser, whose remit is to provide fundraising support to new and established groups. Current support services include the use of a fundraising database and manuals, combined with help in drawing up fundraising strategies and the drafting of grant applications.
The [INSERT NAME OF ORGANISATION] has a Small Groups Development Worker whose remit is to:
Empower small groups by exploring capacity building options, thus identifying their training needs; offering advice and information on appropriate start-up funding agencies; providing practical information on funding criteria/priorities, policies and procedures;
Assisting Small Groups in drafting appropriate constitutions and obtaining registration, (where appropriate), with the Charity Commission;
Maximising funding to Small groups by helping with the content and presentation of their initial start-up fundraising applications; improve publicity and marketing with the aim of increasing the level of funding secured.
Both [INSERT NAME OF ORGANISATION] and its Projects above have an innovative, holistic and professional approach to the way it manages its affairs. The adoption of such an approach should ensure it continues to progress in a positive manner in the future.
The work of our Projects aims to work as pro-active an advocate to the service users, many find it difficult to communicate to people in authority services provided are as follows:
1. Local Authority 2. Trusts 3. Foundations 4. Companies 5. New Voluntary Groups in [*Borough/*County] 6. Small Voluntary Groups in [*Borough/*County] 7. established voluntary Organisations in [*Borough/*County] 8. Networking with bodies who are associated with [INSERT NAME OF ORGANISATION] & [*Borough/*County] 9. Liaising with specialist agencies
Current staff Team Organisation Structure:
[Insert names & positions of all personnel]
PERSON SPECIFICATION
PROJECT: Finance Third Sector JOB TITLE: Finance Officer Third Sector
Measured by Application Form (A) and/or Interview (I) [(e) Denotes ‘Essential’ (d) Denotes ‘Desirable’]
Essential Requirements
The job involves a great deal of writing, phone calls and meetings with Groups/Organisations in [*Borough/*County] but on site, plus at their location, and so it is essential that the person enjoys this and is effective at it.
1. Experience
Presentation and public speaking (e) - A/I
Good level of IT, including wordprocessor and spreadsheet (e) - A/I
Finance/Book Keeping (d) - A/I
Leadership (d) - A/I
Operating ledgers. (d) - A/I
Reconciliation of control accounts (d) - A/I
Organising and taking finance workshops/seminars/training (d) - A/I
Control & maintenance of Petty Cash – (e) A/I
Bank & cashbook Reconciliation (e) A/I
Knowledge of Charity Law relating to finance & SORPS accounts (d) – A/I
Experience in accounts to the Institute of Chartered Accountants or Institute of Certified Accounts standards – (d) A/I
Applicants must demonstrate a mature approach and the ability to communicate effectively with staff – (e)
Familiarity with the accounting in a charity would be helpful – (e) A/I
Experience of computer based payroll packages – (d) A
Experience of electronic banking – (d) A
Self starter and an interest in working alongside all [INSERT NAME OF ORGANISATION] staff Team – (e) I
2. Skills and knowledge
Good writing skills (e) - A/I
Excellent networking skills (e) - A/I
Excellent planning skills - A/I
Good presentation and public speaking (e) - A/I
Reasonably good administrative skills (e) - A/I
Previously undertaken training (d) - A/I
An understanding of how voluntary sector groups/organisations make decisions (d) - A/I
Understanding of business finances, especially cashflow and project costing (d) - A/I
Reconciliation of accounts – (e) A/I
Assisting voluntary groups & organisations in [*Borough/*County] in the development of project control accounts for small & large funded projects and other purposes – (e) A/I
Working with the Finance & Administration Manager to ensure that records for accounting purposes are maintained accurately and efficiently – (e) A/I
Assisting the Finance and Administration Manager to produce management accounts for the Board and [INSERT NAME OF ORGANISATION] Projects – (e) I
Demonstrable competence in keeping the books of voluntary organisation with a turnover between [Insert amount] approx – (e) A/I
A good all round understanding of Payroll accounting software or other accounting IT or manual packages – (e) A/I
Ability to produce trial balance accounts – (e) A/I
A broad understanding of widely used standard industry software packages, particularly Excel and Word, including using and developing spreadsheets – (e) A/I
3. Personal
(a) Beliefs
A belief that [INSERT NAME OF ORGANISATION] have a role as the umbrella body in [*Borough/*County] in supporting and helps the voluntary sector to address needs in the community through their work - (e) A/I
A commitment to working in the inner city (and especially [Insert *Borough/*County]) (d)
(b) Personal Qualities (these are all essential)
An energetic person, prepared to take initiatives and develop your own ideas
Flexible in your approach to the job and in your readiness to help with other areas of work
Tenacious and not easily discouraged (even after a series of funding rejections)
Self-analytical: able to review the effectiveness of your actions and learn from your mistakes
Diplomatic
Persuasive
Resourceful and imaginative, bringing creativity to the role
Enjoy networking and building contacts
Able to make yourself do tasks you would prefer not to (e.g. writing thank you letters).
A Team Player
[INSERT NAME OF ORGANISATION]
JOB DESCRIPTION
PROJECT: Finance Third Sector POST: Finance Officer Third Sector REPORTS TO: [Insert name of Line Manager]
FIXED TERM CONTRACT [Insert Period]
All duties must be carried out in accordance with the Equal Opportunities Policy and Health and Safety Policy.
The post part-time and on a fixed term contract (subject to on-going funding) and will run from [Insert start date] to no later than [Insert end date]. The rate of pay will be [Insert pro-rata salary] per annum, (for 14 hour per week). The post holders will be an employee of [INSERT NAME OF ORGANISATION] and will be responsible to [Insert title of Line Manager].
They will work closely with the Fundraiser, Monitoring Outreach Officer, & Small Groups Worker & [INSERT NAME OF ORGANISATION] Projects {Replace with who working woth].
Every member of staff is required to attend a staff Team meeting which take approximately two hours and attend supervision with [Insert position of Line Manager], which will last about one hour.
Purpose of Post
To work along side the Projects to empower and enable voluntary groups and established organisations in [*Borough/*County] to gain and develop skills in finance, accounts, budgets, projections, and formulating financial statements for the purposes of applying for external funding from the Local Authority, Trusts, Foundations, and Companies.
To encourage involvement in pro-active involvement of the community by the voluntary sector in [*Borough/*County] through their work.
The main quality standards are:
All aid towards groups/organisations trough third parties are appreciated and thanked promptly
All third party individuals/agencies who help are kept informed about the impact of their support
Supporters receive an appropriate amount of information
People on the database have an opportunity to have their names removed all materials are of the highest quality and within budget
Reporting to [Insert title of Line Manager].
No staff management responsibilities
2. Detailed Activities
(a) Creating a Finance framework & templates for the voluntary sector in [Insert *Borough/*County]
In collaboration with [INSERT NAME OF ORGANISATION] Projects, analysing voluntary small groups and established organisations in [*Borough/*County] and empowering and enabling small groups to gain and develop skills in finance, accounts, budgets, projections, and formulating financial statements for the purposes of applying for external funding from the Local Authority, Trusts, Foundations, and Companies.
Currently, [INSERT NAME OF ORGANISATION] are particularly concerned about groups level of
(i) standard, quality and presentation of finance, accounts, budgets, and projections produced both to operate their group/organisation and too present to potential funders;
(ii) dependence on statutory sources and the low proportion of external applications to Trusts, Foundations and Companies
and we would like to increase this substantially.
(b) Finance Experience help & support to the Voluntary Sector in [*Borough/*County]
One of our strategic aims is to substantially increase the amount of support to voluntary groups and organisations in [*Borough/*County].
The job, (along side [INSERT NAME OF ORGANISATION] Projects), pro-actively includes:
developing more contact with voluntary groups and established organisations in [Insert *Borough/*County]
following up contacts
helping voluntary groups/organisations in [Insert *Borough/County] in producing financial records, accounts, budgets, projections, and formulating financial statements for the purposes of applying for external funding from the Local Authority, Trusts, Foundations, and Companies – all in line with the SORPS accounting system laid down by the Charity Commission.
maintaining positive relationship with the voluntary sector in [Insert *Borough/*County]
(c) Empowering & Enabling Voluntary Groups & Organisations in Financial management
This will involve taking a pro-active role in building up contacts and networking, helping to produce suitable temples of financial records, accounts, budgets, projections for groups worked with. Networking and relationship building is an essential component of this work.
The job includes:
Research to ascertain the needs of each individual voluntary group/organisation in [Insert *Borough/*County] in terms of financial maintenance and record keeping
Building links with individual voluntary group/organisation in [Insert *Borough/*County]
Helping and supporting voluntary groups and organisations in [Insert *Borough/*County] with finance, accounts, budgets, projections, and formulating financial statements for the purposes of accounts for their entire income and expenditure and applying for external funding from the Local Authority, Trusts, Foundations, and Companies.
Monitoring the response to work carried out with each Voluntary Group/Organisation.
Providing information and feedback to [INSERT NAME OF ORGANISATION], its funders and possibly other agencies we work with.
Jointing working with [INSERT NAME OF ORGANISATION] Projects to organise and undertake finance workshops alone, or in conjunction with other agencies/accountants
(c) Fundraising from statutory sources
This is primarily assisting the [Insert title of Line Manager] [INSERT NAME OF ORGANISATION] Projects. The work includes building relationships with statutory bodies, managing some of the administration and form filling.
(d) Management of [INSERT NAME OF ORGANISATION]
The post includes broader responsibility for working with the [Insert title(s) of Line Manager & Chief Officer] [INSERT NAME OF ORGANISATION] Projects and the [INSERT NAME OF ORGANISATION] Team as a whole This includes being a part of the Team, which has responsibility for day-to-day running of [INSERT NAME OF ORGANISATION] and attending the circle of Team meetings organised.
(e) Other
It is essential that all aspects of the job are carried out in a way that is in line with our values and principles, including a commitment to equal opportunities and its intent to serve the community through the voluntary sector in a caring and practical manner.
The job can also involve a variety of other tasks to ensure the smooth, happy and effective running of [INSERT NAME OF ORGANISATION].
Appointment will be subject to a six month probationary period.
[INSERT NAME OF ORGANISATION] operates a kite mark system of evaluation based on performance, targets and evidence and each member of staff is required to participate fully in this process during probation, and by a annual appraisal through which annual increments’ are determined.
As an equal opportunities employer, applicants for staff vacancies shall be shortlisted for interview and appointed purely on the grounds of their suitability for the post as laid out in the advertised job description (subject to receipt of satisfactory references).
You are advised to read and consider the enclosures which include our Annual Report and information about our work and projects.
[INSERT NAME OF ORGANISATION] are striving to be Equal Opportunities employers.
Completed application forms to be returned to: [Insert Name of Organisation]. [Insert address of organisation] quoting reference: [Insert ref].
As a charity we are trying to keep our administrative cost as low as possible. Therefore individual applications will not be acknowledged unless you send in a stamped addressed postcard. If we have not contacted you again by the interview date it means that on this occasion we are unable to take your application further.
Finance Officer Third Sector Job Description & Person Specification Download [In Word .doc Format]:
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