Volunteer trustee Work, Jobs in Seaford, Esx (with Salaries)

Treasurer
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- £223 a month
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- QuickBooks
- Organisational skills
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Treasurer

Summerheath Hall
Hailsham

Quick apply

Job details

Part-time
£223 a month

Benefits

Company pension

Qualifications

Sage
Basecamp
Accounts payable
Accounting software
Accounting
QuickBooks
Organisational skills
Financial management
Bookkeeping
HMRC

Full job description

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

Quick apply

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