SPF Administrator

Key information                                                                                                          

Hours: Part-time (21-28 hours per week)

Contract type: Fixed Term (12 months)

Salary: £29,313

Notice period: 6 weeks

Probation period: Six months

Place of work: Based at our Head Office 11th Floor, 5 Merchant Square, London, W2 1AY with travel as required between our hospital sites (our hybrid working allows for a minimum of 2 days working at head office/onsite)

Reports to: Fund Engagement Officer

About the role

Thank you for taking an interest in applying for this role at Imperial Health Charity. We are looking for a highly organised and enthusiastic individual to support the management of our special purpose funds (SPFs). These funds contain charitable donations for services across Imperial College Healthcare NHS Trust, and can be used to support projects that benefit patients and staff, over and above what the NHS could normally provide. Our activity in this area is increasing, and we’re looking for someone to help us maintain the highest levels of administration and stakeholder engagement.

In this role you will be responsible for managing the administration of our special purpose fund operations and processes. This will include the management of special purpose fund claims, a dedicated email inbox, invoice processing, engagement with NHS staff who oversee these funds (known as fund advisers) and other ad hoc administrative tasks.

Working closely with the Fund Engagement Officer, you will be expected to manage multiple tasks and deliver to strict deadlines. You will also contribute towards the team’s wider objectives and cross departmental working.

You will also be able to benefit from training and development opportunities to assist with your core responsibilities

2. MAIN DUTIES AND RESPONSIBILITIES

1. SPF finance administration

In this role you will:

• Manage the special purpose fund (SPF) email inbox, serving as the initial point of contact for fund advisers, categorising emails and forwarding queries to the relevant team member.

• Authorise SPF payments, ensuring all expenditure is in line with the purpose of the fund and adheres to the charity’s SPF Governance Guidelines.

• Record and process invoices against open donor restricted grants, ensuring high levels of accuracy and record keeping. Record grant closures and awardees requiring End of Grant reports.

• For applicable expenditure, request VAT exemption certificates from the finance team.

• Utilise the finance system to produce remittance advice and fund statements, and update SPF data as required.

• Maintain high-quality filing on the server and within Outlook files, ensuring all communication is saved accurately and accessible to the charity’s other teams.

• Maintain an accurate inventory of SPFs on the charity’s fundraising and finance databases, actioning any changes in a timely manner and updating relevant colleagues as appropriate.

• Utilise the fundraising and finance databases to pull SPF reports as required by the team.

2. Engagement with fund advisers

In this role you will:

• Deliver high standards of written and verbal communication with fund advisers to build respectful and effective working relationships.

• Ensure fund adviser compliance with the SPF governance guidelines, using initiative and diplomacy to resolve disputes/challenges.

• Support with the delivery of the annual survey for fund advisers, ensuring high completion rates.

• Support with the delivery of the annual governance review for SPFs, employing learnings from SPF administration to inform required updates to the SPF governance guidelines.

• Support the Fund Engagement Officer with the administration of the charity’s campaign funds.

• Support the Fund Engagement Officer with setting up meetings, including efficient minute taking and follow-up actions.

3. Internal engagement and delivery

In this role you will:

• Assist with the ongoing consolidation of SPFs, identifying funds that are suitable to merge or close, and working with the Fund Engagement Officer to action and record this.

• Support the fundraising team with SPF queries, including allocation of funds, spending donations and updating fund adviser details, providing expenditure SPF resource as required.

• Liaise with the Fund Engagement Officer to provide SPF funding stories to the communications team and wider charity as required.

• Liaise with the Arts and Volunteering teams as required, supporting necessary engagement opportunities with stakeholders within the NHS Trust.

• Support the Senior Fund Engagement Manager and Fund Engagement Officer to enhance overall engagement with the Special Purpose Funds.

General duties

• Maintain accurate records for stakeholders, including communication history, adhering to our data protection obligations and records management principles.

• Take an active part in department and whole charity team meetings, contributing agenda items and undertaking assigned actions as required.

• Take an active part in and collaborate with colleagues across the charity, bringing your own experience and perspective so that we harness the value of our shared contributions.

• Participate in regular supervision, objective-setting/monitoring and actively engage in your own job-related development throughout the year.

• Champion the charity’s Code of Behaviour and act as a role model, ensuring our key policies and procedures are adhered to at all times so as to protect the people we work with and our reputation.

A job description does not constitute a ‘term and condition of employment’. It’s provided only as a guide to assist the employee in the performance of their job. The charity is a fast-moving organisation and therefore changes in duties may be necessary from time to time. The job description is not intended to be an inflexible or finite list of tasks and may be varied from time to time after consultation/discussion with the post holder.

Personal development

Your line manager will agree annual objectives and a personal development plan, which will include training as an essential element of the role.

3. THE PERSON

1. Qualifications and education

You will have:

• A high level of written and verbal English.

• Evidence of recent continuous professional development.

You may also have:

• Financial processing qualifications.

• Administrative/clerical qualifications.

2. Previous experience

You will have:

• Experience of finance administration, specifically dealing with financial information, authorising payments and processing invoices.

• Excellent attention to detail and the ability to swiftly rectify problems if errors are discovered.

• Excellent written and verbal communication skills, to maintain a high standard of supporter care to our internal and external stakeholders.

• The ability to use complex data, finance systems and grants management databases to maintain accurate records.

• Experience of maintaining professional and positive relationships with potentially challenging external stakeholders.

• Experience of producing accurate documents to support finance administration.

• Experience of working within a busy team and managing competing demands.

• Experience of creating meeting agendas and taking accurate minutes.

• Experience of working with confidential and sensitive information.

You may also have:

• Experience of charities and/or health-related organisations.

3. Skills, knowledge and ability

You will have:

• Excellent written and verbal communication skills.

• An understanding of restricted and unrestricted income.

• The ability to use technology in all aspects of work, including a high proficiency in Microsoft Office programmes (Word, Excel, PowerPoint, Outlook), internet browsers and web-based systems, and CRM databases.

• A highly organised approach with the ability to prioritise and co-ordinate tasks, and work accurately under pressure to meet deadlines.

• The ability to work independently and effectively without supervision.

• The ability to manage and manipulate sets of data in order to produce reports for a range of audiences.

• The ability to problem-solve and trouble-shoot.

• The ability to embrace changes in a fast-paced working environment within the charity, the NHS and healthcare sector.

• A commitment to collaborative team work and inclusive working, ensuring equality and valuing diversity.

• The ability to give and receive feedback objectively and sensitively, and a willingness to challenge constructively.

You may also have:

• Knowledge of the grant-giving sector, particularly NHS charities and healthcare charities and/or Charity Commission Governance.

• An understanding of the NHS.

• An active interest in healthcare issues and medical research.

4. Personal

You will have:

• High standards of personal conduct, honesty and integrity to engage and inspire the trust and confidence of multiple stakeholders.

• A customer-focused approach, seeking to make systems, processes and information accessible and user-friendly.

• A clear-thinking, proactive and solutions-focused approach, with the ability to manage competing demands, make effective decisions, be flexible and think creatively to come up with solutions to problems.

• The ability to establish good working relationships.

• The ability to work under own initiative and operate a flexible approach.

• A collaborative and inclusive approach, being prepared to work as part of a wider team in contributing specific expertise.

• A commitment to perception of issues of equality and cultural diversity.

5. Other requirements

You will have:

• A commitment to the values and principles upon which the NHS operates.

• The ability to work flexibly to meet the needs of the role.

• The ability to travel between hospital sites in west London.

• No envisaged barriers to obtaining DBS disclosure.