THE ROLE
Working as part of a small finance team you will process Railway Children UK’s expenditure and income transactions accurately and in a timely manner, including beingresponsible for the purchasing cycle on the accounts system, and support with the processing of income on the fundraising database. You will engage with all departments to ensure that they are supported and gain an insight into all aspects of the organisation.
WHO ARE WE LOOKING FOR?
A highly motivated individual who takes pride in the accuracy of their work, you will be able to work to deadlines and take the initiative on solving problems. This is a varied role, and the ideal candidate will be able to manage their workload effectively whilst maintaining communications with all their stakeholders.
Ideally, you will have experience of working in a finance team but if you have an interest in working in finance or experience of data processing, we’d like to hear from you.
You will take satisfaction in working collaboratively and being part of an organisation that creates sustainable change for vulnerable children and young people.
For further information about this post and working for Railway Children, including how to apply, please visit our website at https://www.railwaychildren.org.uk/who-we-are/jobs/
Key Responsibilities
Purchasing cycle
·Respond to queries regarding purchase orders promptly, providing assistance where required.
·Match invoices to purchase orders, checking the expenditure has been authorised by the budget holder and the amount invoiced is correct.
·Liaise with budget holder to ensure correct budget code on PO/invoice.
·Enter invoices and credit notes on Aqilla ensuring accurate coding and entering links to the documentation and approvals.
·Ensure that supplier payments are made on a weekly basis and payments are posted and allocated on Aqilla.
·Post Direct Debit supplier and nominal payments are posted and allocated on Aqilla.
·Make payments on RBS including HMRC and foreign payments and ensure payments are coded and allocated on Aqilla.
·Set up new suppliers.
·Respond to queries from staff in a timely manner.
·Ensure that the purchasing cycle processes are fully recorded and up to date.
Staff expenses
·Train staff to process an expense claim in Aqilla.
·Ensure staff expenses claims are completed accurately and according to Railway Children UK expenses policy.
·Prompt approval of expenses by line managers to ensure staff are reimbursed as soon as possible.
·Process and pay staff expenses on time and on a weekly basis.
·Ensure that the staff expenses processes are fully recorded and up to date.
Company Credit cards
·Process the credit card expenses checking the PO and receipts and ensuring Railway Children UK credit card policy is followed.
·Monitor the balance on the credit card on a weekly basis and make payment if the credit limit is being reached.
·Reconciling the credit card statement on a monthly basis.
·Other credit card related matters - ordering cards etc.
Income Processing
·Continuously communicate with the Fundraising and Marketing team and Finance team to ensure accurate and timely recording of all income on Donorflex.
·When new donors need to be created to process income set up the new record ensuring the correct consents, preferences and applicable Gift Aid are recorded.
·Enter postal income on Donorflex in a timely basis ensuring the gift is added to the correct donor, the gift coding is accurate and complete and that the Gift Aid status and contact preferences are updated.
·For postal income, upload CAF vouchers to the CAF website, enter credit card details onto the virtual terminal and bank cash and cheques.
·When income is received directly into the bank account from fundraising platforms, including the website, Enthuse, JustGiving and Christmas cards, upload the income to Donorflex within three working days of receiving the income in the bank account or the report being available on the fundraising platform.
·Manually enter all other income, including BACS and standing orders received into the bank accounts within three working days of receipt.
·Ensure that the Fundraising teams are informed when donations are received.
·Respond in a timely manner to queries regarding income on Donorflex.
·Ensure that all corrections made to Donorflex income after reconciliation to the bank and posting to the finance system are communicated to the Finance Manager in a timely manner.
·Ensure that the income processes are fully recorded and up to date.
·Assist the Database and Insight Manager in reviewing and continuously improving the income processes.
Gift Aid processing
·On entering income onto Donorflex ensure that the Gift Aid status is correct and up to date.
·Scan and upload to Letters Folder new Gift Aid declarations within three working days of being received.
·Work with the Database and Insight Manager and Fundraising and Marketing Team to ensure that Gift Aid is maximised.
·Ensure that the Gift Aid processes are fully recorded and up to date.
Office duties
·Answer the phone and provide first contact point for supporters.
·Provide a reception service for office visitors.
·Inbound post distribution.
·Franking outbound post and taking to the local post office.
·Review and action emails in the generic organisational inbox.
·Maintain kitchen and stationery supplies.
·Assist in maintaining a safe office working environment.
·Filing of finance paperwork.
·Assist in annual external audit preparation.
General duties (all staff)
·Uphold and work within Railway Children’s policies and procedures.
·Provide cover for other members of the Finance as required.
·Conduct yourself in accordance with the rules of the Child and Adult Safeguarding Policy and Code of Conduct in your personal and professional life – which includes reporting suspicions of child abuse or any other breach of these policies.
·Actively promote and embody Railway Children’s core values across the organisation and partners.
·Travel to Railway Children’s field operations as and when required.
·Undertake any other duties, as appropriate to the post, as delegated by the line manager.
Person Specification
Experience
·Experience of finance and admin work is desirable, but having an interest in working in finance or experience of data processing will be considered.
Education/Qualifications
·A good standard of general education and/or training
Knowledge and Skills
·Proficient in Office 365 – Excel, Word and Outlook
·Excellent data inputting skills
·Experience of either a finance or CRM database – Aqilla (finance system) or Donorflex (CRM) would be desirable
·Practical approach to problem solving
·Flexible approach to working
·Effective at time management and prioritising
·Ability to work as part of a team
·Ability to work proactively and take initiative
Aptitude
·Ability to multi-task whilst maintaining a high level of accuracy and be able to work in a very busy open plan office environment.
·Excellent telephone manner with an ability to empathise with our supporters and effectively communicate our work to them in conversation.
·Demonstrable commitment to and the ability to uphold and promote Railway Children’s core values.
·Understanding of the importance of an organisational Code of Conduct and Safeguarding policy.
#J-18808-Ljbffr