Job Description
JOB DESCRIPTION
JOB TITLE: Finance Officer – Full time or job share
ORGANISATION Fife Historic Buildings Trust (FHBT)
LOCATION: KINGHORN, FIFE & HOMEWORKING
The post is based in Fife at the FHBT office at Kinghorn Town Hall – with the opportunity for some flexible homeworking
SALARY: £30,000
STATUS: Permanent
HOURS: This job is available part time (including as a job share) or full time (36 hours per week). If you are not applying for the full time post, please indicate in your application the hours you are available.
RESPONSIBLE TO: FHBT Manager
RESPONSIBLE FOR: Control of FHBT financial systems and administration, inc co-ordination of budget setting/monitoring and annual audited accounts.
PROFESSIONAL HNC/HND in Accounting or equivalent - professional qualification in CCAB
QUALIFICATIONS: member body preferred
Main Functions
This is a crucial FHBT post, to support the FHBT Manager via the co-ordination, administration and control of FHBT finances relating to all FHBT activities, projects and properties. The post will have responsibility for:
I. working with the FHBT Manager and others to develop the FHBT budget
II. provision of monthly financial statements and quarterly forecasts
III. keeping Trust Accounts during the year, and compiling year-end accounts/audit file annually
IV. supporting FHBT grant applications and claims
V. the development, implementation and ongoing review of financial/administrative systems to ensure efficient and effective working practices.
The post is based at the FHBT office in Kinghorn, with some time at FHBT properties/projects across
Fife, or to attend in person meeting/training, and some flexibility to work from home.
About FHBT
FHBT is a Building Preservation Trust, formed in 1997 to restore and find new uses for at risk historic buildings in Fife. Our Mission is to create viable futures for heritage buildings and their communities by inspiring and enabling visionary conservation projects across Fife.
The Trust works closely with Fife Council and with partner organisations and local communities. It is a company limited by guarantee (SC173262) and has charitable status (SC026043). It has a strong track record in delivering heritage regeneration projects, helping to bring over £40m investment to
Fife’s historic buildings since 1999. Sensitive conservation of the historic environment is recognised as a powerful contributor to regeneration initiatives in Fife, supporting social, economic and environmental renewal through restoring and bringing historic buildings back into use.
We manage projects to conserve historic buildings at risk, ensuring that they have a renewed practical purpose, long term caring owners and a viable future.
In our education and engagement programme we share and foster conservation practices and skills, as well as helping communities to appreciate their local heritage.
We have a small portfolio of historic properties, which we actively maintain as workspaces and holiday lets.
Current Trust Team
FHBT Manager
Finance Officer
Holiday Letting & Marketing Officer
Project Officer (leads on Inverkeithing CARS/TH)
Inverkeithing Training & Development Officer
Project Officer
Holiday Let Housekeepers and Gardener (part time self-employed)
See organisation chart at end.
The Trust is also assisted in its work by the contributions of volunteers and the active role played by the FHBT Board of Trustees. Find out more at www.fifehistoricbuildings.org.uk.
As a small organisation, the Trust relies on the good will and initiative of its staff – forming a small and dedicated team that works together to provide mutual support. As well as their core duties, all members of the team play a role in dealing with any issues that can arise at the Trust’s properties.
The job activities listed below are a guide to the core duties that this post will be asked to perform - other duties will always be agreed and appropriate training and / or support given.
Job Activities
1. Processing payments to and from FHBT – invoices, credit card payments, direct debits, online banking, etc.
2. Liaison with Fife Council Bureau Payroll team to ensure their smooth management of FHBT payroll.
3. Liaison with NEST and any other pension scheme to ensure appropriate employer/employee pension contributions made.
4. Day-to-day bookkeeping in XERO to trial balance level – inc weekly/monthly updates of all postings and reconciliations.
5. Preparation and submission of quarterly VAT returns.
6. Day-to-day co-ordination of FHBT supplies, utility and service accounts – e.g. fuel, water, telecoms, service agreements, insurance, IT, office supplies, etc.
7. Working alongside the Holiday Letting & Marketing Officer and FHBT Manager to ensure the sound financial management of Trust holiday lets and business property.
8. Regular monitoring of Trust finances and preparation of a monthly financial statement on
Trust activities for the FHBT Manager; plus quarterly updates/forecasts for the FHBT
Board/Treasurer.
9. Working with the FHBT Manager to prepare and monitor FHBT’s annual budget.
10. Working with the FHBT Manager to monitor FHBT’s investments and reserves.
11. Working with colleagues to support grant applications and claims
12. Compiling draft Trust annual accounts and preparing audit file, liaising with the FHBT Manager,
Treasurer and Trust external accountant/auditors.
13. Ensuring annual accounts are submitted timeously to OSCR & Companies House, along with other updates required (e.g. trustee changes / annual returns).
14. Adhering to all appropriate financial regulations relating to FHBT activities.
15. Working with the FHBT Manager to implement, review and develop all FHBT financial systems to ensure efficient and effective working practices.
16. Support the FHBT Manager as required in the administration of the general office and
IT/cyber-security management
17. Support the FHBT Holiday Letting & Marketing Officer to monitor holiday let bookings – principally back-up during annual leave
18. Comply with the Trust’s Health & Safety at Work Procedures and any relevant legislation, and to ensure that safe systems of work are used at all times.
19. Comply with the Trust’s approved policies and procedures.
20. Carry out any other duties and responsibilities as may be required by the FHBT Manager.
Person Specification
We are especially looking for a candidate with experience in accountancy and charity finances. This is a varied role with a high level of personal accountability, offering the right candidate the opportunity to make a real contribution to the sound management of FHBT charitable finances, and ultimately to historic buildings and communities across Fife. If you feel you can offer some or all of the attributes listed here, we want to hear from you.
Essential
Experience of recommended accounting practice relating to public bodies and to charities as published by the regulators.
Experience of financial management, control and reporting for a small charity, or demonstrable equivalent experience of:
- establishing, maintaining and monitoring financial systems
- budget preparation, monitoring and control
- monitoring and preparing accounts information, preferably for OSCR and/or Companies
House
- preparing and presenting financial reports
- developing financial policies and procedures
HNC/HND in Accounting or equivalent – professional qualification in CCAB member body preferred.
Proficient and experienced user of XERO.
Working knowledge of online banking systems.
Good IT skills inc MS Excel, MS Word, video-conferencing, etc.
Experience and strong understanding of preparing VAT returns/claims.
Methodical worker with attention to detail.
Ability to work on own initiative
Excellent verbal and written communication skills.
Ability to work as part of a small team with a positive “can do” approach to provide a friendly and efficient service to internal and external contacts.
Ability to maintain confidentiality.
Desirable
Experience of financial management of grant funding / grant claims.
Experience of the financial management of social enterprises, e.g. business planning.
Full driving licence and use of own vehicle.
An interest in the conservation of built heritage.
Appointment Details
Hours: 36 hours per week, Monday – Friday. Generally off ice hours
9am to 5pm. We would also consider applications for job share and/or flexible working.
Holidays: 25 days per annum plus 8 Public Holidays
Pension: Auto enrolment in the NEST pension scheme, with an employer contribution of 5%.
Probation: The successful candidate will be asked to serve a probationary period to ensure there is a good f it between the organisat ion and the post holder. Subject to the outco me of a performance review, the f ixed term appointment wi l l be confirmed.
How to apply
Please send one document including your CV, a short statement outlining the attributes, skills and experience you feel you could bring to this key role at FHBT. Please send to:
- Lorraine Bell – FHBT Manager, lorraine@fifehistoricbuildings.org.uk (who is also happy to be contacted with any queries prior to application)
- Deadline – 5pm on 31 July 2023
Please also let us know how you found out about this vacancy / where you saw it advertised.
We look forward to receiving your application.
Fife Historic Buildings Trust gratefully acknowledges the support of
Historic Environment Scotland, National Lottery Heritage Fund and Fife Council to fund this post.
Job Types: Full-time, Permanent
Salary: £30,000.00 per year
Benefits:
- Company pension
- Flexitime
- Free parking
- On-site parking
- Sick pay
- Transport links
- Work from home
Schedule:
- Flexitime
- Monday to Friday
Work Location: Hybrid remote in Kinghorn, KY3 9TL
Application deadline: 31/07/2023
Reference ID: FHBT FO 0723
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