Role currently held by alto Jane Parkin. Role holder must be a trustee.
Summary: oversee financial matters in line with good practice and in accordance with the Constitution and legal requirements, report to Trustees about financial health and ensure that appropriate and effective financial measures, controls and procedures are in place and are followed. Trustee
Skills and qualities required: excellent IT skills, good with numbers and finance/bookkeeping, reliability
Blue highlights show tasks currently covered by the Administrator
Main Duties
- Maintain financial accounts, currently these are stored on the Paxton Charities Accounting system.
- Bank income or obtain details from other SPC officers of income they have banked.
- Pay invoices in line with agreed procedures.
- Maintain card reader (currently Sumup) and produce at events as required.
- At end of financial year, produce annual accounts and report for independent examiner to check and then for inclusion in SPC’s Annual Report for the AGM.
- Provide financial and budgeting reports as required by SPC Trustees, and update these prior to each trustee meeting.
- Review and renew insurance and pay any PRS when information provided by Making Music; download insurance documentation and make available on SPC website.
- Annually review fees paid to Music Director, Accompanist and Voice Coach and agree changes with Committee.
- Annually review subscription rates and agree amounts with Committee to be ratified at AGM.
- Annually claim gift aid from HMRC.
- Annually update the Charity Commission with any changes to trustees and upload the SPC’s annual report.
- Set up SICS concert spreadsheet using formula agreed with Halle Concert Society, amended for each concert
- Update SICS concert spreadsheet with final ticket numbers and income
Monthly Duties
- Check and pay invoices from Music Director, Accompanist and Voice Coach.
- Check and pay other invoices according to agreed procedures.
- Download electronic bank statement; currently the SPC has a Cooperative Business bank account.
- Update Paxton accounting system with details of any new members; set up new account codes for new concerts/events.
- Upload electronic bank statement onto Paxton accounting system; check that the Paxton accounts agree with the bank statement.
- Before each Committee meeting produce and send out Income and Expenditure report to end of latest month in season, together with updated budget reports.
Specific duties August – September
- Finalise previous year’s accounts (01/08 – 31/07).
- On accounting system, finalise each month of accounts for the preceding season before anything can be logged against a new financial year (the system holds amendable transactions against just 2 financial years’ accounts).
- Draft Annual Report tables and Financial report.
- Send relevant documentation to Independent Examiner; discuss and agree final end-of-year report.
- Review annual fees based on CPI in April, agree new rates in Committee and inform Music Director, Accompanist & Voice Coach.
- Produce Gift Aid spreadsheet and send to HMRC to claim gift aid.
- Review subscription rates based on accounts, agree any changes with Committee before AGM ratifies.
- Update subscription form (electronic copy) ready to issue after AGM.
Specific duties Following AGM
- Upload annual report to Charity Commission website and update their website with changes in trustees as agreed at AGM.
- Hand out membership cards to people who have paid their subs.