Finance and Operations Officer

Association of Charitable Foundations

London, Greater London (Hybrid)

£21,680 (£27,100 fte) per year

Part-time (4 days per week (28 hours), minimum of 1 day per week in our office)

Permanent

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Job description

The Association of Charitable Foundations (ACF) is the leading membership association for foundations and independent grant-makers in the UK.

Driven by a belief that foundations are a vital source for social good, our purpose is to strengthen trusts and foundations so they can rise to the challenges of our times. We do this through the provision of policy and advocacy, research and information, and a wide-ranging programme of events and learning.

ACF are recruiting for a Finance and Operations Officer to work within our Operations team. You will support the Head of Finance with a range of financial administration including processing and paying invoices, reconciling bank statements, updating our accounting and CRM systems, responding to member queries in relation to payments and invoices, processing expenses and supporting the cash flow forecasting process.

You will also provide other operations support relating to office management and will support the HR Manager by maintaining annual leave and sickness records, providing administration support for staff onboarding and leaver processes, and updating key documents such as organisational charts and welcome handbooks.

We are looking for someone process-oriented with excellent attention to detail and administrative skills, with experience of financial administration, proficiency in Excel, and the ability to ensure accurate data entry and reporting.

As an employer we offer a great range of benefits including generous leave entitlements, flexible working arrangements, an employee assistance programme, free flu vaccine vouchers, season ticket loans and a 10% employer pension contribution.

JOB DESCRIPTION

JOB PURPOSE

To provide the administration of ACF’s finance processes.

To support with other Operations functions including IT, HR, and office management.

KEY RESULT AREAS/PRINCIPAL DUTIES AND RESPONSIBILITIES

Finance

Prepare invoice authorisation and payment process, ensuring invoices and expenses are recorded and approved appropriately, and payments made to suppliers in a timely manner.

Reconcile bank statements, accounting software, and CRM, to ensure accurate income and expenditure records.

Administer the corporate credit card scheme to ensure statements and transactions are approved, reconciled and accurate.

Issue and update membership invoices using CRM.

Manage outstanding debtor balances to ensure timely receipt of cash for ACF’s income.

Respond to member and supplier queries regarding invoices and payments.

Support cashflow management by maintaining a cashflow forecast.

Maintain annual leave and sick leave records.

Support HR manager with onboarding new staff: issuing offer letters, contracts, new starter forms, sending reference requests and arranging IT set up.

Support HR manager with processing staff leavers: managing leaver checklists, issuing leaver letters, requesting the closure of IT accounts.

Update ACFs organisational chart and welcome handbook as required.

Ad hoc HR administration support around peak periods e.g. end of year reviews

Other

Support other Operations and Office Management functions as needed, including IT and office equipment, ensuring adequate levels of kitchen and office supplies, managing incoming post, and liaising with suppliers.

PERSON SPECIFICATION

Essential:

Demonstrable experience of financial administration

Demonstrable experience of using databases and spreadsheets ensuring accurate data entry and quality

Strong working knowledge of MS Office, particularly MS Excel and ability to report and present data clearly

Strong IT/systems skills, particularly including Excel and databases

Numerate

Developed administrative and time management skills

Excellent attention to detail

Process-oriented

Rational, logical thinking

Organised