Job description

FINANCE ASSISTANT

JOB DESCRIPTION

1. BACKGROUND INFORMATION

About the Veterans’ Foundation Grant-Making

The Veterans’ Foundation (VF) is an independent grant-making charitable foundation. The VF has established a substantial grants programme to support charities and organisations in the UK that provide charitable support to those in need among serving armed forces personnel, veterans, operationally qualified seafarers and their immediate families. The charity has grown rapidly since inception in July 2016 and has to date given away more than £17M to good causes.

The VF supports a broad range of charities and organisations that deliver a wide variety of projects including those that reduce homelessness, increase employment, provide welfare and medical support, increase confidence and social integration, as well as reducing dependence on alcohol and drugs. The VF gives priority to charities and organisations who can demonstrate that they are directly involved in the provision of support to those in need, and well-run organisations of low to medium wealth.

For more information about the VF, visit our website or review our content on various social media platforms, including https://www.veteransfoundation.org.uk . A useful summary of the VF’s work can be found in the Impact Report here: https://www.veteransfoundation.org.uk/publications/ .

About Our Team

The VF’s office is based in Edinburgh’s New Town but all of VF’s staff work remotely for most of the time. The VF’s permanent staff currently consists of seven employees as follows:

David Shaw - CEO,

Carol Laing – Finance Manager

Sarah Kelling – Grants Manager

Louise Buchanan – Grants Manager

Clare Graham – Grants Manager

Sarah Elliot – Fundraising Manager

Charity Johnson – Digital Fundraiser

2. JOB DESCRIPTION

Job Title: Finance Assistant

Reports to: Finance Manager

Salary: £23,000 pa, (pro rata)

Location- Hybrid working from home and the office in Edinburgh (at least 1 day per week in office).

Hours: 21 hours per week (Flexible working hours considered)

Holidays: 33 Days (pro rata) plus 4 fixed bank holidays

Purpose of role

Working with the Finance Manager to support all aspects of the day-to-day financial management of the charity. Supporting the CEO, the Grants Team and the Fundraising Team with financial matters where necessary.

Main duties and responsibilities

• Carry out basic finance functions, as required, including the recording of data and bank reconciliations, using XERO accounting system.
• Oversee, and process, as required, invoices, staff expenses and requests for payment. Ensuring associated accounting records are updated accordingly.
• Act as bank signatory, monitor the bank accounts and set up payments using the online banking system.
• Working with the External Lottery Manager and the Finance Manager to assist with the monitoring of Veterans’ Lottery income and expenditure. Including, reconciling of lottery income, monitoring attrition, reviewing invoices and data provided by the External Lottery Manager.
• To work with the Grant Managers to ensure all grant payments are paid efficiently and timeously when due.
• To confirm safe receipt of grant payments.
• Maintain and update the financial information relating to grants to meet the requirements of the Finance Team, ahead of the preparation of monthly management accounts and reconcile grants totals between management accounts and the grants system.
• Support the Grant Managers with maintenance of the grants data within Salesforce.
• Assist the Grants Teams and the Finance Manager with analysis of financial information included in grant applications.
• Assist the Grants Teams and the Finance Manager with ongoing financial monitoring of grantees, as required.
• Bank donation cheques and keep associated records of cheques received.
• Assist with the monitoring and recording of fundraising income and expenditure.
• Support the fundraising team with the preparation and monitoring of fundraising budgets.
• Maintain and update the financial information relating to the Flagstone cash deposits to meet the requirements of the Finance Team.
• Support the Finance Manager to ensure that cash funds are invested within Flagstone in line with existing investment policies.
• Attend and contribute to weekly Team Meetings.
• Contribute towards the preparation of the papers for quarterly board meetings.
• Contribute to VF’s annual reporting including audits/interim audits, government filings and impact reporting as required.

General responsibilities

• Offer support for the work of the VF generally, as and when necessary. Provide cover for other members of the staff team ensuring that the work of the VF can continue effectively and without interruption.
• Represent the VF in a way that is consistent with its values and philosophy.
• Contribute to effective team working by sharing information and skills and by supporting colleagues.

Skills, Knowledge and ability

• Proven ability to post and manage accounting figures and accounting records.
• High standard of numeracy.
• Have a high degree of accuracy and attention to detail.
• Knowledge and experience in working with Xero or similar accounts package.
• Excellent IT skills including excel and word.
• Experience in working in a finance or office environment.
• The ability to prioritise workload and meet deadlines.
• Ability to work both independently and as part of a team.
• Willingness to work flexibly in response to the needs of the Charity.

Job Type: Part-time
Part-time hours: 21 per week

Salary: £23,000.00 per year

Benefits:

• Flexitime

Schedule:

• Flexitime

Ability to commute/relocate:

• Edinburgh: reliably commute or plan to relocate before starting work (required)

Work Location: Hybrid remote in Edinburgh

Application deadline: 17/09/2023
Reference ID: Finance Assistant