Job Description
Spend approvals: Process and proactively progress expenditure requests to Charity from across NBT and for Fundraising team. Investigate and resolve expenditure requests and approval queries promptly. Advise and train funding applicants on approaches and documentation needed for spend approvals, payments, and procurement processes. Support funding applicants and fund holders by explaining the expenditure process and help connect them to appropriate funds for projects and highlight linked processes (e.g., BCRG, procurement, Request for Work) Manage the SHC Spend mailbox.
Support the Operations Manager to engage with key divisional leads to ensure that funds are spent in a timely manner, including providing spend approval information and administrative support with coordinating spending plans received from funds. Support the Charity Director and Charity Financial Controller to manage the consolidation of the Charitys fund structure to support expenditure targets as agreed with Charity Committee. Identify and investigate variances to plan and other performance indicators within monthly spend tracking. Undertake ad hoc tasks as necessary and provide cover within the section whilst enabling monthly reporting deadlines to be met.
Pursue corrective action with applicants and fund holders for rectification of application omissions and errors, ensuring that they are made aware of underlying pressures and reasons. Establish effective working relationships with budget managers and fund holders providing information and nonclinical advice as required ensuring effective feedback and service. Communication, systems, and processing optimisation Develop and maintain an awareness of all the stakeholders of Charity spend and suggest opportunities to develop and maximise the value of such relationships. Ensure appropriate communications to fund holders to encourage timely spend of donations, and share best practice and highlight changes in policy, regulation, or legislation for the key areas of fundraising, data protection and information security.
Identify key projects to highlight the impact of Charity donations, sharing details of project applications as appropriate with fundraising and communications colleagues. Train non-financial staff in the use of Charity spend systems and procedures. Maintain, monitor, and input information into a variety of databases, ensuring accuracy and integrity of source data. Annual accounts and external reporting Responsible for assisting in the timely production of year end Charity accounts in accordance with national deadlines.
Maintain all data sources to a high audit standard and be prepared to answer audit queries. Maintain and review storage of financial data both paper and electronic to ensure adherence to archive legislation. Charity operational budget Support the Head of Operations, Charity Director, and Charity Financial Controller to manage the annual operational budget for the Charity team, monitoring spend and flagging deviations from plan.
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