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.
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.
![PL & Postcard NC.jpg](https://images.teamtailor-cdn.com/images/s3/teamtailor-production/gallery_picture-v6/image_uploads/3827a1ab-d6a0-430e-b0ae-c75af24439ba/original.jpeg)
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 work closely with our small team and support their endeavours by providing accurate information, provide practical support, be the driver of the flow of information through the team and ensure our financial procedures are followed.
To support the delivery of our Antarctic operations by providing logistical, practical, and administrative support. As a key part of both the Operations and Heritage teams, you will help us plan and deliver a successful, safe, and sustainable seasonal Antarctic operation at Port Lockroy and field seasons across all of our sites in Antarctica. You will also work to support the strategic growth of the Conservation Programme by contributing to UK-based planning.
This role supports the whole of our small team 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.
PERSON SPECIFICATION
![T & F.JPG](https://images.teamtailor-cdn.com/images/s3/teamtailor-production/gallery_picture-v6/image_uploads/310ec57a-0358-47c5-910a-3f778ce847ae/original.jpeg)
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.
Salary
£28,000 pro rata
Working Hours
30 hours per week, Monday to Friday.
You will also be required from time to time to work occasional evening 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 go to www.ukaht.org/jobs and follow this links to upload your cv and either a covering 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.
Deadline for applications is 22nd July 12:00 noon
Interviews will be held w/c 29th July (online)
Any informal queries about the role may be directed to Claudine Maya claudine.maya@uakt.org
We look forward to hearing from you.
![Port Lockroy early in 2023 season Jerome Viard 16.jpeg](https://images.teamtailor-cdn.com/images/s3/teamtailor-production/gallery_picture-v6/image_uploads/f90b3076-d529-4361-b20f-7bd1e43598d4/original.jpeg)
WHAT IT’S LIKE TO WORK FOR UKAHT
We are a small, highly collaborative team comprising full and part-time staff, freelancers and agency support and we are distributed around the UK. We have an amazing range of knowledge and skills across the team with experts in heritage, operations and logistics, fundraising, retail, communications, finance, storytelling, policy and of course Antarctica.
Our office base is in the British Antarctic Survey in Cambridge where we enjoy close collaboration with their team of scientists, operational staff, archives and environmental managers, and access to their facilities including meeting rooms, library, archives, and cafeteria.
We have honed our hybrid working culture which harnesses the agility and efficiency of online collaboration, but we never pass up opportunities to gather in groups large and small for valued face to face sessions. We all come together in Cambridge on a quarterly basis, and our more local team members will work together in the office at least one day each week.
We recruit and deploy an Antarctic team each year to carry out work at Port Lockroy and our other sites. Port Lockroy is a museum, penguin colony and post office and is a popular landing site for visitors to Antarctica. For us it is where we can connect people from across the world with this fascinating heritage, it is an important income stream, and it is a focus of considerable global interest. Our teams of conservators work across all of our sites maintaining, monitoring, and digitally capturing these complex historic sites and their artefacts.
We are a team which embraces our organisational values of collaboration, aspiration, innovation, responsibility and openness, and are often praised for our professionalism, approachability and ambition. What unites us all is our infectious passion for Antarctica, its heritage and the precious responsibility we have for that heritage and for sharing that with as many people as possible.
We look forward to you joining us on this journey.
![Penguins and Mt William_ClareBallantyne.jpg](https://images.teamtailor-cdn.com/images/s3/teamtailor-production/gallery_picture-v6/image_uploads/76c735ad-c0eb-4b2e-8ade-a8254b8b4599/original.jpeg)
Our aim is to bring people closer to the wonder of Antarctica and its stories of human endeavour and in doing so, promote a greater understanding of this extraordinary place and the role we all have in protecting it.
We conserve Antarctic heritage by looking after six historic sites on the Antarctic Peninsula; we deliver a range of vibrant and creative public programmes; and work with Antarctic policymakers on issues related to heritage conservation.
By focusing on the layers of human history in Antarctica, we use their remarkable stories, in particular the lesser-known stories, to explore Antarctica and why it matters to us all, helping current and future generations to understand, value and protect this precious wilderness.
Our ambition over the next decade is to: safeguard British heritage in Antarctica; engage a growing and increasingly diverse audience with this heritage and the broader questions concerning Antarctica and use our expertise and influence to help secure a sustainable future for this most remarkable place on our planet.
UKAHT is committed to equal opportunities and to learning how to increase the diversity of our people. We welcome applications from all suitably qualified persons and encourage applications from people currently underrepresented in the polar regions, including members of black, Asian and minority ethnic communities, people with disabilities and LGBTQI+ people. We also welcome flexible working arrangements.
![Various shots November 2023 Bridie Martin-West 6.jpeg](https://images.teamtailor-cdn.com/images/s3/teamtailor-production/gallery_picture-v6/image_uploads/b56a6b58-47b9-4d3f-a6a5-bae41fbd469d/original.jpeg)
- Department
- Finance & Retail
- Locations
- UKAHT HQ
- Remote status
- Hybrid Remote
About UK Antarctic Heritage Trust
OUR MISSION IS TO PROMOTE A GREATER PUBLIC ENGAGEMENT WITH ANTARCTICA, THROUGH HERITAGE CONSERVATION, STORYTELLING AND EFFECTIVE ADVOCACY.
We are the UK Antarctic Heritage Trust, the principal organisation in the UK dedicated to advancing conservation, culture and education for heritage in Antarctica.
We aim to connect people with Antarctica's wonder and its stories of human endeavor to help promote a greater understanding of this extraordinary place and the role we all have in protecting it.
We help conserve Antarctic heritage by looking after six historic sites on the Antarctic Peninsula, delivering a range of vibrant and creative public programmes, and working with Antarctic policymakers on issues related to heritage conservation.
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.
Loading application form