We are seeking an experienced financial administrator to join our team. You will be responsible
for oversight and delivery of financial administration and associated admin functions of our
organisation. Working with our external Management Accountant, you will help to ensure
compliance with regulations and best practices and provide guidance to other departments to
ensure efficient and effective financial operations across the charity and trading subsidiary.

With a background in finance and office administration, you will be confident, self-motivated and
capable of oversee day to day financial functions of the organisation, providing oversight of
financial systems and related data and assisting the Deputy CEO to ensure the charity remains
compliant with financial charity and governance requirements.

An excellent administrator, you will help to ensure staff across the organisation use the
administration systems we have in place to deliver against our financial and office functions.

You will work with and be supported by:

• Dept CEO, responsible for preparing budgets, monitoring cash flow and managing
escalated finance queries, authorising payments, finance sub-group management and review
and monitoring of relevant finance policies and procedures

• Management Accountant (outsourced function), responsible for quarter end processes
(further journals, checks, looking for anomalies, further reconciliation), VAT returns, Quarterly
Management Accounts, Quickbooks implementation; incl adding any modules for improved
reporting, adding budgets, Supporting auditors for Annual Audited Accounts

• Operations Assistant, supporting with data entry including invoice processing

• Payroll Manager (outsourced function)

• Auditor (outsourced function)

You will also work with:

• Finance sub-group, including CEO, Dept CEO, Treasurer and Finance Advisor, responsible
for ensuring financial governance and compliance with Charity Commission (CC8)

Key Responsibilities

1. Financial administration
• Undertake day-to-day bookkeeping duties as directed using the dedicated accounting software
provided [QuickBooks online], including, but not exclusive of:
• processing payments and transfers and preparation of weekly payment runs
• record and reconcile monthly transactions
• responding to internal and internal finance queries and assisting with effective communications
in relation to financial administration including payment terms
• administrating key office renewals e.g. utilities to ensure best value
• petty cash controls: assist and monitor Soldo card holders, ensuring that adequate controls are in
place (note: we are primarily a cashless organisation)

2. Payroll & pensions
• Assist with effective payroll processing including:
• collating and providing relevant information for payroll processing
• liaison with the payroll provider in relation to any queries
• making payments to employees and HMRC
• Keep employee records up to date on our BreatheHR system:
• personal details, new starters/leavers, changes in salaries/leave allocation
• ensure line managers have completed onboarding of new members of staff, and relevant
paperwork is completed e.g. HMRC Starter Checklist, Employee banking details, DBS
administration

3. Finance monitoring & reporting
• Ensure Restricted Funds are allocated to the correct class and assist with the monitoring of
budgets and cash flow in conjunction with the Dept CEO
• Assist the Dept CEO to collate relevant evidence e.g. invoices for grant monitoring and reporting
• Attend and minute Finance Sub-Group meetings
• Assist the Management Accountant and Auditor to facilitate their requests for information in
relation to the production of quarterly management accounts and annual audited accounts
• Basic Company Secretary admin duties such as filing to Charity Commission and Companies
House as directed to assist with any statutory reporting requirements

4. General duties
• Uphold Trinity’s policies; maintain excellent financial controls and implement relevant policies
and procedures across the organisation in relation to accountable areas
• Take part and/or taking an active role in any staff meetings and training that may be required

Additional duties

Any other duties as may be reasonably required. It is in the nature of the work required that the
tasks and responsibilities of the Finance Officer will in many circumstances be unpredictable and
varied. The position will therefore also be expected to undertake any other duties and/or
responsibilities in connection with the organisations financial and operational activity, as the Dept
CEO may from time to time direct, and which will not be covered in the job description. These
additional duties will normally be compatible with the Finance Officer’s regular tasks and duties. If
the additional responsibility or task becomes a regular or frequent part of the job, it will be
included in the job description in consultation with the Finance Officer.

Person Specification for the role of Finance Officer

Essential

Qualification/Experience
• A relevant qualification/accreditation in finance or accounting and/or equivalent year’s
experience in financial administration
• Strong knowledge in and experience of financial administration and bookkeeping
• Experience using Quickbooks, or similar accountancy software to record and monitor financial
information
• Proficient in interpretation and presentation of financial information to non-finance staff / Trustees
Skills/Aptitudes
• Proficient in Excel including use of formulas
• Excellent numerical skills and attention to detail
• Transferable office and admin skills and confidence to use different systems e.g. Office365 or
other office software, BreatheHR or other HR software, Stripe or other payment software and/or
able and willing to learn/use new systems
• Good personal administration and organisational skills and/or able and willing to work with
minimum supervision
• Good time-management skills and the ability to meet deadlines
• Good communication skills and ability to work with others and support with finance
administration

Values
• A commitment to the values and objectives of Trinity Community Arts
Desirable
• Experience in financial administration/bookkeeping in a comparable venue or charity setting
• An understanding of charity financial administration and reporting requirements
• Work experience in a diverse community arts organisation/setting
• Experience using non-proprietary software solutions and/or Customer Relationship Management
(CRM) systems

DBS Check
A basic check with the Disclosure and Barring Service (DBS) is required for this post, in line with our
Safeguarding Policy.