The UK Antarctic Heritage Trust is seeking a Trust and Finance Officer to provide proactive and comprehensive administrative support across the charity. You will work with our team to support the smooth running of our charity with a particular focus on finance and charity administration.
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Job role
Reporting to the Head of Finance, you will play a key role in ensuring the smooth operation of our charity and trading company by managing effective administrative systems and processes. You'll be the first point of contact for a range of external enquiries and responsible for overseeing day-to-day financial tasks.
You'll also support the Board of Trustees and Chief Executive by coordinating meetings—scheduling dates, booking venues, preparing documents and presentations, taking minutes, and ensuring follow-up on actions.
This role supports our small team across retail, recruitment, and HR, offering a varied and engaging workload. We're looking for someone highly organised, efficient, and able to manage multiple priorities across departments. Strong administrative and numeracy skills, excellent communication, and a flexible, hands-on approach are essential. Most importantly, we need a team player with a positive, enthusiastic attitude. Weekly attendance at our Cambridge office is required, so you must be able to commit to that.
You will help support our financial management by:
* Raising purchase orders, processing purchase invoices and expenses and making payments.
* Ensuring appropriate back up is saved within Xero to support accounting transactions.
* Liaising with wholesale customers, raising sales invoices and reviewing ageing debtors following up on payments.
* Routine communication regarding financial information with regulators and banks.
You will support the Board of Trustees and Chief Executive by:
* Arranging Board and committee meetings – securing dates, venue bookings, preparing and collating papers and presentations, taking minutes and facilitating actions.
* Coordinate Trust policy reviews and ensure these are completed in a timely manner
* Organising team meetings, team awaydays and collating and sharing information and notes arising from those sessions
You will support recruitment and HR administration by:
* Preparing documentation and placing adverts.
* Organising interviews both in person and online.
* Processing documentation – new starter details, contracts and updating the HR system.
* Organising and booking staff training as required.
* Arranging DBSs for staff and trustees as required.
You will support our retail activity by:
* Monitoring online stock levels, placing orders for merchandise, and liaising with our fulfilment centre.
* Ensuring our retail management system contains up-to-date data by reviewing stock takes, accurately processing orders and updating the database as appropriate.
* Producing quarterly stock take reports.
* Supporting the sales team at Port Lockroy by reviewing the cashbook, liaising with vessels regarding onboard shops and bulk purchases, and monitoring weekly sales for wider circulation to the head office team.
Generally, you will support the work of the UK Antarctic Heritage Trust by:
* Monitoring the generic email inbox, office telephone and postbag and either dealing with enquiries or redirecting to the relevant colleague in a timely manner.
* Working flexibly with colleagues in the broader support of the aims of the Trust. Providing ad hoc administrative support as required.
* To ensure at all times the reputation of the Trust is maintained and enhanced through our work and to undertake all of these with UKAHT values at heart and a high regard for both Health and Safety and Equal Opportunities.