Finance and Administration Support Officer

Job purpose

Working with the Trust Director and project staff, the post will support the day-to-day running
of finance and administrative functions for the Loch Lomond and the Trossachs Countryside
Trust. Focussing on supporting the Trust’s response to the climate and biodiversity emergency,
this post will deliver efficient and effective financial support to meet the Trust’s financial
responsibilities in relation to funded projects, financial governance, and procedures.

The role will provide financial and administrative support to colleagues, funders and
stakeholders of the charity and will principally concentrate on our two main flagship projects,
Wild Strathfillan and Walk in the Park and supporting the overall running of the charity. The
role will be responsible for ensuring day to day processes are managed in an accurate and
timely manner notably, payments, cashflow and invoicing are well managed, processed, and
appropriately documented. The post holder will help drive forward the modernisation of the
financial management systems, administrative recording processes and reporting on operational
delivery.

Key responsibilities and tasks

General

1. Financial management support function at both organisational and project level.
2. Regular updating of project monitoring records.
3. First point of contact for finance queries from staff.
4. Maintains finance folders on SharePoint including invoices, payments records, grant awards,
   offer acceptances, reporting frameworks, payment schedules, annual contracts etc.
5. Ensure annual contracts remain best value and fit for purpose by regular review of the
   external market
6. Managing records and receipts.
7. To maintain confidentiality at all times in respect financial matters and to prevent
   disclosure of confidential and sensitive information.

Banking and Payments

1. Process invoices including logging, uploading and storing information ready for payment.
2. Liaise with external accountant to deliver fortnightly payment schedule and reconcile
   monthly transactions.
3. Monitor cash flow.
4. Raise sales invoices and purchase orders as required.
5. Responsible for banking and monitoring cash received from collection tins and donations.
6. Collate and process staff expenses.
7. Monitor and report on outstanding debts and chase outstanding payments via letter or email.

Project accounting

1. Document spending in accordance with funding agreements.
2. Support document collation in support of submitting claims to funders.
3. Prepare project financial summaries for claims, steering groups and board meetings.
4. Liaise with project partner finance teams in relation to invoicing, claims and payments.

Annual budgeting and fundraising

1. Support the Trust Director in monitoring the budget, variance analysis, and commentary of
   restricted and unrestricted budgets. Help to identify and highlight notable variances.
2. Assisting the Trust Director in the preparation of the annual budget setting and
   reforecasting.
3. Work with the Trust Director to prepare budgets for new funding applications.
4. Work with the Trust Director to develop our donate offer.

Other administrative roles

1. Maintain quarterly records of annual organisation wide metrics.
2. Supporting the Trust Director and the team with projects and tasks when required.
3. Provide administrative support to the Trust’s staff team.
4. Act as first point of contact for external enquiries to the Trust.
5. Ensure that all enquiries or issues arising are dealt with in a prompt and courteous manner
   in such a way as to guarantee their resolution in a timely and appropriate way.
6. Engage in promoting the values and acting as a role model for the Trust.
7. That the post holder will be required to comply with all Trust policies and procedures.

Person Specification

Relevant experience
– Essential

• Proven ability to support delivery of finance operations
• Experience of supporting the preparation of financial documents
• Experience of recording project spends and supporting organisational budgets
• Experience of raising invoices, and running online accounting reports
• Experience in developing and managing relationships with partners and stakeholders.
• Experience of database management.
• Experience of working with rural communities/ stakeholders.
• Experience of producing regular reports

Relevant Experience – Desirable

• Experience of financial administration in the charity sector
• Experience of working with Xero or similar accountancy software

Specific skills, abilities and qualities – Essential

• Numerate and methodical
• Excellent interpersonal skills, with the ability to build relationships with a wide variety of
  people.
• Excellent writing and editing skills.
• Good record keeping skills and the ability to collate and produce information for reporting
  purposes.
• Highly organised and efficient, with the ability to manage workload effectively.
• Ability to work independently across a wide range of contacts.
• Strong organisational and administrative skills, with extensive IT experience, including use of
  MS Office packages.
• A strong commitment to supporting the wellbeing and sustainability of individuals and
  communities across the National Park.

Specific skills, abilities and qualities – Desirable

• Experience of project evaluation using statistical
• and/or qualitative data.

Required Qualifications Right to work in the UK

Any additional role-related requirements
– Essential

• Flexible and adaptable approach to work.
• Team worker, committed to delivering shared objectives and contributing to team spirit.
• Ability to keep information confidential.

How to Apply

• Finance and Administration Support Application form
• Download the Full Job Description here.
• Your completed application form is to be submitted to: [email protected] by the
  closing date. CV’s alone will not be accepted without a completed application form.
• If you have any questions about the role or the application process, please contact Ellie Mayhew, Nature Restoration Project Development Manager (Monday to Friday) email: [email protected].
• Interviews will be held on Tuesday 19th March, online.

Additional Information:

• Hours 25 per week.
• Pension: Employer contribution of 7% of salary
• Annual leave: 28 days
• Start date: tbc
• Probation period 3 months.