Administrator

Part Time Administrator / Secretary Permanent 3 or 4 days a week Hybrid Role with 2 days on site FTE £30,429, per annum. Actual pro-rata salary for 28 hours (0.8) is £24,343.20 and for 21 Hours (0.6) is £18,257.40 per annum. We are working with a small but effective Charitable Trust who provide support to Chartered professionals and their families during times of need, and promotes excellence in a well known professional field. The Trust assists members, graduates, students, and their families by preventing financial hardship and offering opportunities to further professional expertise through funding for research, bursaries, and awards. The Role The Charities Assistant will support the Charities Officer with administrative tasks and help deliver the Trust’s services efficiently. This role involves a wide range of duties, including handling donations, assisting beneficiaries, and maintaining records. The Charities Assistant plays a key role in ensuring the Trust’s commitments to its beneficiaries and governance community are met with professionalism and care. What will you be responsible for? Gift Aid and Donations – Process Gift Aid claims to HMRC and ensure all necessary documentation for claims is complete. – Handle donation recognition, reconciliation, and assist with reporting on investment valuations. Financial Administration – Process supplier invoices, payments to beneficiaries, and reimbursements for committee and visitor expenses. – Assist in the review of budget, financial forecasting, and financial requirements. Beneficiary Support and Committee Preparation – Prepare papers outlining beneficiaries’ circumstances for consideration by the Support and Grants Committee or Trustees. – Organise and plan committee meetings, the biennial volunteer event, and visits to beneficiaries. – Attend meetings with the Board of Trustees and the Support and Grants Committee as needed. Records Management and Data Analysis – Maintain and organise digital and physical records, ensuring data accuracy and accessibility. – Analyze data and prepare reports for Trustees and the Support and Grants Committee. Volunteer Coordination and Promotion – Promote the volunteer visitor scheme to members, coordinating outreach efforts with the Institute’s marketing and website initiatives. – Manage marketing projects to raise awareness of the Trust’s support services and recruit new volunteers. Policy Development and Compliance – Support the Charities Officer in updating operational procedures, policies, and the risk register. – Ensure compliance with data protection regulations and maintain confidentiality regarding beneficiary information. Additional Duties – Act as a backup for the Charities Officer, assuming responsibilities during any absence. – Identify opportunities for process improvement to enhance efficiency in Trust operations. What skills, knowledge and experience will help you thrive in this role? Knowledge – All aspects of Gift Aid including claims to HMRC. – Fundraising regulations. – Charity and Company legislation. – Welfare benefits. Experience – An understanding of data protection and Gift Aid rules and regulations. – Studying, working/volunteering for a benevolent or other registered charity. Skills – Microsoft office, including Access or other databases. – Attention to detail with the ability to collect data and/or financial information, analyse findings and present recommendations. – Good interpersonal and relationship building skills. – Excellent communication skills (written and verbal) and ability to operate at all levels. – Organisational skills of events, information or people management, including the ability to work unsupervised. – Experience of Xero software Behaviours – Keen interest to increase knowledge of charity governance and administration and to learn new skills. – Flexibility to juggle varied tasks and complete within deadlines, while maintaining attention to detail. – Empathy with individuals in need while remaining non-judgemental and impartial. – Upholding confidentiality and discretion in all Trust matters, specifically with regard to the circumstances of beneficiaries. Special Requirements – Some flexible hours and travel required on occasion. This is a great team, with a committed board of Trustees who are passionate about making a difference. If you could help them deliver by providing a strong administrative support function, please apply today.