Office Administrator

**Job Description of Office and Finance Administrator**

Sussex Heritage Trust is a registered charity established in 1977 to preserve, improve and encourage the appreciation of the architectural and natural landscape of Sussex.

The core focus of our work is to run an annual Awards scheme, which is designed to recognise and reward high quality conservation, restoration and good design of newly built projects. Alongside, education activities, campaigning work and encouraging the use of traditional skills and crafts. All this work is funded by sponsors, members, grant making bodies, fundraising activities and events.

The Trust comprises a body of 14 voluntary Trustees, our Chairman, who is Simon Knight DL and President, who is the Rt Hon Lord Egremont DL. The office is based in Chichester, West Sussex and supported by the Chief Executive Officer, Helen Reeve and administrative consultant, Katya Smith.

Key Responsibilities will be:
**Finance Administration**
- Maintaining detailed accounting records through Xero.
- Processing payments to external partners including maintaining updated records of invoices and receipts.
- Reviewing and reconciling all accounts across Sussex Heritage Trust activity including the Awards scheme and our Events.
- Overseeing all gift aid donations including gift aid tax claims.
- Preparing and overseeing monthly payroll.
- Setting up and monitoring bank payments for authorisation by two Trustees.

**Office Management**
- Arranging regular board meetings and Annual General Meeting including venue hire, including assisting with agendas and minute taking.
- Working with a third party to update and maintain the website using Wordpress.
- Maintaining and responsible for database system, Lamplight, producing reports and guest lists.
- Supporting events administration using Mailchimp and Ticket Source.

**General Administration**
- Leading on the administration of fundraising events and Sussex Heritage Trust Awards scheme.
- Managing the administration of the Sussex Heritage Trust Bursary scheme.
- Supporting the administration of the Sussex Heritage Trust Friends and members.

**Person Specification**

**Experience**
- Excellent knowledge of financial software including Excel, Xero and GoCardless and Stripe.
- Background in financial and office administration.
- Proficiency and experience in preparing budgets, cashflows and management accounts.
- Ability to work with database management system for instance Lamplight and Excel.
- Proficiency with Microsoft Office systems and other office systems.

**Core Competencies**
- Excellent interpersonal skills with good written and oral communication.
- The ability to juggle multiple tasks and work independently.
- A flexible approach to work, which will entail occasional evening commitments.

**Good to have**
- A background in the third sector and/or events management/fundraising.
- An interest in the conservation and enhancement of the built and natural environment of Sussex.

**Terms and Conditions**

This post is part-time and will involve an average of three days’ work a week (25 hours), which can be spread flexibly over 4/5 days. The Trust can also offer 30 days holiday pro-rata plus bank holidays. There will be a need for compressed hours working around the annual events programme.

The salary is £15,000 per annum (negotiable).

The office location is Chichester Enterprise Centre, Terminus Road, Chichester PO19 8FY, the successful applicant would be expected to spend at least two days a week in the office with the opportunity to be home-based for the remaining hours/days.

**How to Apply?**

**Job Type**: Part-time
Part-time hours: 25 per week

**Salary**: £15,086.84-£16,000.00 per year

**Benefits**:

- Additional leave
- Flexitime
- Free parking
- On-site parking
- Work from home

Schedule:

- Flexitime

Ability to commute/relocate:

- Chichester, PO19 8FY: reliably commute or plan to relocate before starting work (required)

Licence/Certification:

- Driver's License (preferred)

Work Location: Hybrid remote in Chichester, PO19 8FY

Reference ID: SHTrust_job

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