The Robert Burns Ellisland Trust is seeking an experienced and detail-focussed Freelance Project Financial Officer to manage all financial aspects of our complex multi-funder heritage project, Saving The Home of Auld Lang Syne. You will work closely with the Project Director, attending weekly on-site meetings at Ellisland and liaising with other team members and consultants. You’ll be responsible for monitoring project finances, preparing monthly grant claims, and producing clear reports to inform decisions and keep funders up to date.
You will be a key member of the team responsible for maintaining financial control and ensuring we meet the reporting requirements of multiple funders and stakeholders.
Key Responsibilities
Grant Management & Reporting:
– Prepare grant claims for National Lottery Heritage Fund, SOSE and other match funder
-Monitor cashflow
– Maintain separate funder spreadsheets as well as a full project expenditure tracker
– Ensure all income and expenditure is correctly allocated to multiple funders (sometimes by percentage)
– Support future funding applications with accurate, up-to-date financial records and breakdowns
Financial Management & Reconciliation:
-Process invoices and payment
– Record, monitor and reconcile weekly expenditure and income, including staff costs, consultants, public programming, and museum operations
– Update cost centre budgets across over 20 project areas
– Flag underspends/overspends, and monitor actuals against budget
Accounting Software & Systems:
– Use Xero to maintain and reconcile financial records
– Manage financial documentation in an organised, digital format suitable for audit
Collaboration & Support:
– Work in close partnership with the Project Director and project consultants
– Attend regular on-site meetings at Ellisland to stay aligned with the live delivery of the project
– Respond promptly to financial queries from team members and trustees
– Ensure compliance with funder guidance and charity finance regulations
Person Specification
Essential:
– Proven experience in a project finance or grant-funded environment
– Experience preparing grant claims and financial reports for public or charitable funders
– Proficient in Xero and Excel (or Google Sheets)
– Excellent attention to detail, time management and organisation
– Able to allocate spending across complex budgets and multiple funders
– Able to work independently and to deadlines
– Confident communicator with a collaborative working style
– Willing and able to attend weekly on-site meetings at Ellisland Farm near Dumfries
Desirable:
– Experience working on National Lottery Heritage Fund projects
– Experience working within the heritage, arts, or charitable sectors
– A professional financial qualification or equivalent experience
To Apply
Please submit your CV and a short cover letter outlining your relevant experience, availability, and expected hourly rate to:
Candidates must demonstrate their right to work in the UK before an appointment
The RBET is an inclusive employer and we welcome applications from candidates of all backgrounds in line with our equal opportunities policy
Tagged as: book-keeping, charity, education, finance, finance; accounts; administration, heritage, museum
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