We have 2 vacancies and are looking for a couple of people who are happy to be office based as our Southampton office has regular visitors bringing aid, donations etc! Hope Now website is here! Telephone Number: 023 8078 0720 E-mail address for enquiries and application form: info@hopenow.org.uk JOB DESCRIPTION ADMINISTRATOR Post: Answer general post or pass to who needs it either in person or by email Take post to post office (not post box) Post must not be opened by 1 person alone Emails: Answer/forward/deal with emails Recruit volunteers when needed Newsletter: Proofread the newsletter if/when sent to you Health and Safety: Do a visual check weekly Annual Weekend: Book venue agreed by Trustees Liaise with hotel re numbers and equipment needed Book a speak if Trustees ask you to do this Sort hotel rooming out re guests Liaise with our supporters and answer their questions re the weekend Make sure a booking form is sent out in good time Arrange programme in line with what Trustees ask Visitors to Office: Make them welcome, perhaps offer tea/coffee Sort what they came in for General consumables: Make sure there is sufficient toners for the printing machines Order all stationary required Make sure toilets and kitchen have all they need Alarms: Southern Monitoring Organise response rota Contact them if alarms go off They will contact you if they go off outside office hours Contact them if order of response changes (i.e. someone on holiday) Cleaning: Ensure the offices are clean and tidy Keep the kitchen clean and tidy Clean toilets and wash towels Unit 1: Let Trustees know if there are any problems either raised by our tenant, Tomba, or to do with our tenant Students and Sponsored People: Keep up to date records of all those we support in Ukraine Record when letters are sent/received Outside: Check the car park, fences and gates Liaise with the Malvern Pub for repairs to the fence (or anything else needed) In consultation with the Trustees be responsible for all maintenance General Duties: Write to Trusts Filing Sort and send any correspondence brought back from Ukraine for sponsors Yearly ‘thank you’ letters to our standing order donors Make sure paperwork is done and liaise with Bookkeeper for finance when our couriers come to collect boxes of aid for Ukraine Make sure the franking machine is topped up, especially before mailout Check franking machine has sufficient ink and labels Keep and account for petty cash used Any other reasonable duty asked by a Trustee JOB DESCRIPTION BOOKEEPER Accounting Package: Day to day updating of accounts Evaluate accounts that need sponsors and advise Trustees Evaluate accounts that are overdrawn and advise Trustees Sort twice yearly top donors for Trustees Reconcile Accounting package with Lloyds Bank Monthly tally of accounts to Trustees End of year accounts for Trustees/Auditors Gift Aid: Process gift aid quarterly and apply to HMRC for money Salaries: Use HMRC (already set up) software to work out salary HMRC Tax and NI Sort end of tax year requirements Pensions using ‘The Nest’ Enter all this on accounting package to reconcile Board paperwork Banking: Pay money into bank Download the day’s income/expenses Pay bills by BACS Physically take cheques to bank Draw cash out as and when needed Ukraine: When given a request amount to pay, it is already set up on the Lloyds Bank site, but be very careful everything is correct before sending Misc: Be responsible for insurances Invoice Unit 1 for rent and make sure it is paid Liaise with Finance Trustee if there are any problems or you are unsure of anything Any other reasonable duty asked by a Trustee
16/06/21, 16/06/2021