Finance Coordinator

This role supports all the day-to-day finance functions of the charity, deputising for the Finance Manager to run payroll and monthly reporting when required.

The role

Reporting to the Finance Manager, the Finance Coordinator is responsible for supporting all the day-to-day finance functions of the Trust.

They will deputise for the Finance Manager to run payroll and monthly reporting if required.

Responsibilities

1. Accounting

Records Using QuickBooks Online, maintain detailed records of all financial transactions of the Trust, including:

• Make and record all payments of bills/invoices

• Record all receipts of income from donors, Trusts, workshop participants and customers (prisons and other secure premises)

• Raise invoices to prisons for services (yoga classes, books and CDs) and ensure prompt payment thereof

• Reconcile bank accounts

• Manage and reconcile petty cash

2. Payroll

• Using Quickbooks Payroll run the monthly staff payroll

• Maintain employee records needed to run payroll, and process HMRC required paperwork regarding changes in staff – starters or leavers

• Make timely submissions and payments to HMRC and NEST (Pension Provider)

• Respond/process communications from HMRC regarding payroll including Coding notices

• Prepare year end returns for HMRC and P60’s for staff

• Working with the Director/Treasurer, maintain records of the Trust’s pay scales and advise staff of cost of living or scale increases in pay.

• Keep NEST records updated including auto enrolment for new staff

3. Banking

• Deposit donation and grant cheques on a timely basis to CAF Bank account.

• Liaise with the Trust’s bankers (primary bank is CAF Bank Ltd) ensuring in particular that mandates are kept up to date and on line banking functions work effectively.

• Manage cash flow by withdrawing funds from or adding funds to deposit accounts as current account funding dictate.

4. Management Accounting

• Provide Director, Deputy Director, Treasurer, Chair and Vice-Chairs with a monthly Budget and Actuals breakdown (with variance analysis), Balance sheet and funds analysis.

• Write a Financial Report on the Budget and Actual statements for the quarterly meeting of Trustees.

• Support the Finance Manager to prepare, in conjunction with the Treasurer/Director, a budget for the following financial year for the Trustees to review in their November/December meeting.

• Respond to other requests by the Treasurer/Director for financial data/analysis.

5. Gift Aid

• Maintain the Charity’s register of Gift Aid declarations

• Prepare and submit quarterly online Gift Aid claims

• Work with other PPT staff on how to maximise Gift Aid claims and ensuring Gift Aid documentation is kept updated.

6. Other

• Make annual returns to the Charity Commissioners including submission of the latest Report and Accounts. Update Trustee details as required.

• Support staff involved with fundraising by providing and checking any financial information requested in grant applications.

• Maintain records in Microsoft Excel of all regular donations received through bank transfers and online platforms. Work with a volunteer to ensure all regular donations are uploaded to The Trust’s Access database and new regular donor records are created.

• Record all one-off donations on The Trust’s Access database, adding new records as required. Work with the Administrator to ensure that all donors are thanked for their gifts.

• Be available to answer miscellaneous e-mail enquiries from donors/potential donors about ways to support the Trust.

• Maintain and supervise online accounts for fundraising purposes.

• Support Yoga Coordinators with financial elements associated with prisons contracts and other provided services.

• Invoice prisons and make payments to prison yoga teachers, where required