Trust and Finance Officer

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.

Job role:

Reporting to the Head of Finance you will be integral to the smooth and efficient running of our charity and trading company through the oversight of effective administrative systems and processes. You will be the initial point of contact for a range of external enquiries to the organisation, to oversee the effective running of administrative systems and processes and to execute the day-to-day financial tasks of the organisation.

You will also assist the Board of Trustees and the Chief Executive by coordinating Board and committee meetings, including scheduling dates, booking venues, preparing and compiling documents and presentations, taking minutes, and ensuring follow-up on actions.

This role supports the whole of our small team including retail activities, recruitment and HR offering a broad variety of involvement for the individual. We’re looking for somebody that is very organised, efficient and capable of simultaneously managing multiple priorities across different departments. They will have strong administrative and numeracy skills, excellent communication and a flexible, hands-on attitude to any task. Most importantly, we need an excellent team player with a positive, enthusiastic approach.

Key Responsibilities:

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.

Terms:

UKAHT is committed to providing excellent terms and conditions of employment for all employees.

Location:

This position is based in our Cambridge office, where we operate a hybrid working model – a flexible blend of homeworking with essential office-based work at the office at High Cross, Madingley Road, Cambridge, CB3 0ET.

Working Hours:

30 hours per week, Monday to Friday.

Flexible working hours available; to be agreed upon appointment.

You will also be required from time to time to work occasional evenings and weekends for which you will be granted time off in lieu.

Holidays:

25 days pro rata per year of paid leave plus the usual public holidays.

Expenses:

All reasonable travel costs incurred as part of the role will be reimbursed as per UKAHT policy.

Probation period:

The appointment will be subject to an 6 month probationary period

Notice period:

Upon completion of the probationary period, the period of notice will be eight weeks by either party.

How to apply:

Our recruitment and selection process aims to select the applicant whose skills, knowledge and experience best match those set out in the person specification and whose attitude and character fit our culture based on our organisational values.

To apply for this post, please follow the links below to upload your CV and either a cover letter or a video (up to 3 minutes duration) which highlights your interest and suitability for this role.

We will not accept applications outside of this process.

Any informal queries about the role may be directed to Claudine Maya claudine.maya@ukaht.org

We look forward to hearing from you.