We are looking for a freelance Finance & Operations Officer - ideally with charity experience and familiar with Xero - who can support our core team of four as it takes the charity to the next level. Preferably able to work flexibly, the average time required is estimated at one day per week. This may mean dealing with an email or phone call in an ad hoc way from time to time.
Using a network of music industry professionals and youth workers, School Ground Sounds offer engaging, top quality programmes in a highly welcoming and supportive environment. The programmes are for young people from disadvantaged backgrounds - both 11 – 16 year olds in schools or youth centres and for 16 – 24 year olds (often NEET) with an interest in music. The programmes don’t just develop musical talent; they build young people’s confidence and life skills.
As Finance & Operations Officer, you will report to the Chief Executive and help with all ‘back office’ activities for the charity. These include: all bookkeeping activities; producing monthly and annual financial reports; managing and overseeing the use of Views, our Monitoring and Evaluation system from Substance; supporting the Chief Exec in ensuring policies and procedures are kept up to date; and supporting the team with analysis and reporting to funders. You will also run the payroll. The Treasurer, one of the trustees, who has been doing the accounts and performing many of the back office activities up to this point, will support you.
Summary of responsibilities
Bookkeeping
Bank reconciliations, posting of transactions, logging invoices and receipts
Allocations, e.g. of team costs based on timesheets and of justgiving donations
Maintaining chart of accounts and tracking categories in response to new project reporting requirements
Management reporting and cashflow planning
Monthly management accounts and other regular programme financial reports
Liaison with CEO and Fundraising Manager to understand / update latest project and funding status and refresh cashflow forecasts
Financial reports for trustee meetings (4 per year)
Financial reports for funders as required
Budgeting
Liaison with CEO, Programme Managers and Fundraising Manager to create and maintain programme and organisational budgets and three year financial plan
Gift Aid
Preparation and submission of Gift Aid claims to HMRC
Annual Accounts
Production of annual accounts for submission to Charity Commission
Support for fundraising
Updating funding status tracker with funds received / expected
Restating budgets in formats required by funders
Payroll & pensions
Running the payroll monthly – using the Iris Kashflow payroll system
Submitting monthly pension contribution schedule to NEST
Updating records for new joiners and leavers
Other HR admin
Setting up timesheets for the team for the year
Maintaining a salary and cost to employ spreadsheet and advising on budget impact of proposed salary rises
Management of Views
Managing users and data access
Creating new questionnaires and application forms requested by the team
Analysis of participant profiles and questionnaire responses (outcomes) for reporting to the team and to funders
General housekeeping
Over time, becoming an expert user, able to train / advise others in the system
Mobile Device Management
Keeping track of our stock of iPads and laptops
Using MDM software to manage security and control configurations
Policies and procedures
Managing an annual review of the charity’s policies and procedures, ensuring they are up to date and, with the Chief Exec, refreshing as needed
Skills / Experience Required
Essential:
Bookkeeping and financial management
Strong skills with spreadsheets
Passable understanding of IT, willing to learn new systems
Able to work independently
Organised
Good attention to detail
Desirable:
Ability to work flexibly, adjusting hours worked each week to what is required
Experience of working in the charity sector
Knowledge of Xero
Knowledge of Views from Substance (we realise this is very unlikely)
Payroll and pensions administration experience
Interest in music and young people