Job Title: Treasurer
Organisation: Summerheath Hall
Location: Hailsham, East Sussex
Reporting to: Trustees
Role Purpose
The Treasurer is responsible for overseeing the financial management of Summerheath Hall, ensuring that the charity’s finances are properly administered and comply with statutory requirements. The role supports the trustees in maintaining the hall as a sustainable and valuable asset for the local community.
Key Responsibilities
Financial Oversight
- Maintain accurate and up-to-date financial records
- Manage the charity’s bank accounts, including payments (initiate payments and have these processed by a second authoriser or authorise payments created by another committee member authorised by the Trustees), receipts, and reconciliations on a monthly basis to ensure that internal accounts remain accurate
- Hold Hall’s chequebook and all Hall records in case of need. All records are to be held securely by the Treasurer so that they cannot be accessed by unauthorised persons
- Update Bank static records such as Signatories and authorising rules; Payment limits and other matters as authorised by the Trustees
- Receive emailed or physical invoices and retain paper copies after review for discrepancies and resolving any issues
- Agree Hallmaster or other booking system records with internal accounting system and Bank’s financial data
- Ensure proper financial controls are in place to safeguard the charity’s funds
- Monitor cash flow and ensure the charity remains financially viable
- Consider Petty Cash holdings for relevant personnel
- Review utility (Gas, Electric) contracts with our broker (Bionic) as well as other contracts (e.g. Hall telephone & internet; Water supply and waste collection; Waste collections) periodically and particularly at the end of fixed terms to ensure that we obtain the best rates and service possible.
Budgeting & Reporting
- Prepare and present quarterly financial reports to the trustees
- Lead the preparation of the annual budget
- Provide clear financial advice to support decision-making
- Produce year-end accounts and Trustee’s Report (1 July – 30 June) and present to Trustees at AGM in October
Compliance & Governance
- Ensure compliance with UK charity law and regulatory requirements
- Preparation and submission of annual returns and accounts to the Charity Commission online within ten months (30 April) of financial year end
- Liaise with an independent examiner or auditor where required. Pass all financial records to Independent Examiner after year end once reconciled and ensure that a satisfactory written report is received from the Examiner so that it can be submitted to the Charity Commission as above
- Ensure appropriate financial policies and procedures are maintained
Income & Fund Management
- Monitor income from hall hire, events, grants, and donations using Hallmaster, Bank and other records
- Ensure funds are used in line with any restrictions or funding conditions
- Support funding applications with financial information
- Retain all financial records for a minimum of six years after the end of the financial year to which they relate
Committee Role
- Attend management committee meetings and provide financial updates
- Support the long-term planning and sustainability of the hall
- Ensure that all paid staff provide P45 and written bank details on commencement of term of employment and enter in HMRC Basic PAYE Tools (RTI) database; Retain these for at least six years after the date an employee leaves service but indefinitely is recommended in case of HMRC checks
- Handle staff monthly remuneration at levels authorised by Trustees, ensuring that National Living Wage/National Minimum Wage and other appropriate regulations are complied with. Make HMRC Real Time Information (RTI) submissions on day of payments and carry out end of tax year processing in accordance with HMRC timetables. Act on HMRC instructions in a timely manner to avoid penalties
- Keep up to date with HMRC and Pension Regulator issued guidance – subscribe to periodic Newsletters issued by them and attend relevant Webinars and other presentations
- Record Petty Cash transactions in internal accounts periodically and top up balances as necessary. Review holder records to ensure petty cash books match receipts and retain at year end for Independent Examination.
- Ensure that you maintain familiarity with workplace pension scheme requirements (The Pensions Regulator) and review for actions needed on staff take on/leaving; changes in levels of pay or age - and every three years in September (next 2028) to submit declaration to the regulator
- Deal with all relevant correspondence received, file and report to Trustees at next quarterly meeting or sooner if appropriate
- Join Action in Rural Sussex (AiRS) Basecamp online forum to keep up to date with (amongst others) - Community Hall best practice and guidance on legislation and Grant funding
- Review Hallmaster records and other financial matters as required by the Chair of Trustees
- Carry out annual (November/December) review of Hall insurance cover with Chair of Trustees or other Trustee designated to ensure that policy covers Hall needs and is value for money. Ensure (with trustees) that all insurer requirements are complied with. Current policy arranged through AiRS supported broker
- Be familiar with and comply with current Data Protection rules – for example regarding retention of records in any form and how to handle requests for copies of these
- Be aware of the need to maintain data security at all times, particularly with regard to digital devices; telephone conversations and correspondence generally
- Support Hall Management Committee generally as required from time to time to keep the Hall running efficiently
Person Specification
Essential
- Basic financial skills and understanding of bookkeeping
- Experience using spreadsheets or accounting software; also email and word processing programs
- Ability to explain financial information clearly to non-financial trustees
- Good organisational skills and attention to detail
- Trustworthy, reliable, and committed to the charity’s aims
Desirable
- Experience of charity finance or accounting
- Familiarity with Charity Commission requirements
Time Commitment
- Approximately 30 minutes per day to update and reconcile Hall internal records
- Attendance at trustee quarterly meetings and AGM
- Additional time (quarterly, or more regularly to review records as required to reduce end of year work) and during financial year-end to verify and reconcile internal accounting records with external information such as Bank/CCLA Investment Management Ltd (Charity, Church & Local Authority) and Hallmaster
What You’ll Gain
- Opportunity to support and strengthen your local community
- Experience in charity governance and financial management
- Working with a dedicated team of trustees and volunteers
Summerheath Hall is committed to equality, diversity, and inclusion and welcomes applicants from all backgrounds.
Pay: £223.00 per month
Experience:
- Accounting: 2 years (preferred)
Work authorisation:
- United Kingdom (required)
Work Location: Hybrid remote in Hailsham BN27 3DR
