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standard job description format
Book Keeping, Lettings & Fundraising Administrator
Salary
£10k pa plus employers’ pension contributions
Hours
20 hours over Monday – Friday
Holidays
25 days p.a. pro rata plus Public Holidays.
Location
Christ Church, Victoria Road, W8 5RQ, Nearest tube station: Gloucester Road or High Street Kensington.
Mostly based in 20 South End Row office, but work may also be done from home.
Employer
The Parochial Church Council (PCC) of St Mary Abbots with Christ Church and St Philip’s, Kensington. In
practice the Christ Church’s District Church Council (DCC) will normally take any decisions on behalf of the
PCC.
The Associate Vicar with special responsibility for Christ Church
At present, Revd Mark O’Donoghue
Line manager
1.
PURPOSE
The post-holder is an employee appointed by the Church, an official position responsible for maintaining church financial
accounts effectively and efficiently and providing administrative support to Christ Church Kensington (CCK) and the Christ
Church Community Trust (CCCT). The post-holder will work collaboratively with the Treasurer of Christ Church
Kensington and trustees of the Christ Church Community Trust.
2.
DESCRIPTION
General bookkeeping:
• Processing purchase ledger invoices and supplier payments
• Preparation of monthly accounts
• Preparation of year end accounts and overseeing year end audit
• Bank Reconciliations
• Overseeing payroll submissions
• Submission of gift-aid declarations
• Budgeting and forecasting
Fundraising Administrator role:
• Respond to email, letter and telephone enquiries from donors to the Christ Church Community Trust
• Research, write and follow up on grant applications to trusts and other grant-making organisations for capital works
projects and ministry work
• Track and budget funds for capital works projects
• Preparation of grant requests from CCK to the CCCT
• Report to trustees of the Community Trust on the expenditure of grants made to CCK.
• Manage marketing and publicity materials for the Community Trust including updates on any appeals and building
works.
Lettings Administrator Role:
• deal with incoming communications via post, phone or e-mail;
• manage relationships with our lettings clients & prospective clients: answering queries, showing prospective clients
around the building, taking bookings, issuing invoices, dealing with unexpected situations in the building etc
3. ACCOUNTABILITY
Management and supervision accountability will be to the Associate Vicar. Professional development support will be to
the Church Treasurer and the Chairman and Treasurer of the Christ Church Community Trust.
4. PRINCIPAL RESPONSIBILITIES & COMPETENCIES
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Ensure that the accounting and recording is carried out as directed by the Treasurer, Associate Vicar and the Trustees in
accordance with proper procedures
Ensure that the timely receipt, recording and acknowledgement of financial gifts to the church is carried out in accordance
with proper procedure and Gift Aid (submitted quarterly) and other tax regulations
Disburse monies in accordance with policies established by the Church Council and ensure proper authorisation procedures
are followed
Reconcile monthly bank statements, stewardship and gift records and amend the Cashbook and Ledgers as needed
Assist the Treasurer to establish and maintain complete and up-to-date wage, tax, National Insurance and, if appropriate,
pension contributions records. Submit quarterly PAYE and NI tax filings on time
Assist the Treasurer to prepare and present monthly and quarterly financial reports to the Church Council. These should
include Income and Expenditure, Cash- flows and Balance Sheet/ Statement of Assets and Liabilities. Ideally these should
be shown against the budget and for the same period last year.
Complete delegated administration tasks including telephone, email, IT, internet, photocopying and website tasks.
Ensure that invoices to the Church are paid on time and filed correctly.
Work collaboratively with the Church Treasurer regarding the completion of end of year accounts
Deal with emails, letters and telephone enquiries, maintaining a friendly, patient and professional manner
Ensure excellence in written and oral communication
6. FINANCIAL PROCEDURES
The Post holder is expected to abide by the good practices specified in the Church Financial Procedures policy.
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EXPECTED TRAINING
Financial Procedures policy
MS OFFICE if required
Book keeping and Financial procedures
PERSON SPECIFICATION
Essentials
 A desire to be a Christian witness at work in the community.
 Playing an active part in the spiritual life of and praying for the ongoing ministry of Christ Church.
 Excellent written and oral communication
 Strong Microsoft Office and Excel skills
 Experience or training in accountancy or book keeping
 Experience in office administration
 Excellent interpersonal and people skills with an ability to relate to a diverse local community
 Excellent communication skills, written and spoken English
 Self-motivated and able to work unsupervised
 Ability and experience of working in teams
 A proven ability to take responsibility for delegated tasks, and an ability to be a ‘finisher’
 A competent ability to use computers, email, the Internet and Microsoft Office (Word, Excel, Powerpoint & Access)
 An ability to commit to a minimum of a year’s contractual arrangement
 UK and EU Citizens and other Nationals that have leave of the Home Office to work in the UK legally
 Experience of completing administration tasks
 Ability to multi-task
 Evidence of being very organised
 Ability to work under pressure and meeting deadlines
 Ability to deal with emails, letters and telephone enquiries effectively and efficiently
 Friendly, patient and professional telephone manner
Desirables
 Experience in working in a Church environment
 Experience of working in financial administration in a church/charity.
 Experience writing grant applications
 Able to work in sympathy with the aims and ethos of the parish
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