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The Sulgrave Manor Trust

The Sulgrave Manor Trust is a charity set up to care for Sulgrave Manor, with specific responsibilities: 

(a) To preserve Sulgrave Manor, the ancestral home of the family of George Washington, the First President of the United States of America, for the public benefit.

(b) To provide and support education in subject areas relevant to Sulgrave Manor and its historic role in the history of Anglo-American relations and to the history, literature and institutions of the United States.

In furthering these Objects, the Board of Trustees attaches particular importance to the first of the Powers granted to it by the Articles of Association, which is to promote Friendship and goodwill between the British and American peoples and Sulgrave Manor's historic and symbolic role as a centre for such sentiments. 

Working for The Sulgrave Manor Trust - CURRENT VACANCIES

Administration and Finance Officer     

This is an exciting opportunity to play a crucial role in supporting the day to day running, as well as the development, sustainability and growth, of Sulgrave Manor Trust. In this role you will report to the CEO of  Sulgrave Manor Trust (SMT) 

Full time, office based

Additional Information: Salary £20,000 pa, 3-month probationary period, stakeholder pension scheme, 28 days holiday entitlement including bank holidays

Main Purpose of this Job is to assume responsibility for: 

1. Financial administration and inputting 

2. Systems related to policies and procedures 

3. General administration and tasks 

Main tasks and responsibilities: 

1. Financial administration: 

Be responsible for financial record keeping and administration - Ensure that all finances are properly administered and monitored in accordance with SMT's financial regulations and controls

Administering all aspects of SMTís finances through the Sage accounting system, such as payroll, sales and purchase ledger 

Prepare monthly data for the Management Accountant for financial reports for the CEO, Trustees and funders on income, expenditure, and any variations from budgets. Be prepared to provide this information as and when is needed

Be responsible for tracking petty cash, keeping appropriate records, and maintaining reconciliations   Maintain bank records, perform bank reconciliations, and deal with the bank on financial matters

Be responsible for VAT returns

Be responsible for collating and submitting Gift Aid Claims

Preparing financial reports for donors in line with the terms and conditions of funding contracts

2. Systems: Reports, Policies and Procedures: 

Ensure compliance with all regulatory requirements as relating to Company and Charity Law 

Be responsible for researching and helping put in place additional policies and procedures as needed 

Assist with annual returns and reports to Companies House with the Management Accountant

Maintain records to meet legal and tax requirements, and to measure both the inputs and the outcomes of operations  

3. General administration and tasks: 

Be responsible for maintaining, and developing where necessary, the administration of office systems Ė paper and electronic (e.g. online file sharing systems such as Dropbox) 

Be a key team member in the implementation and updating of the Merac EPOS system for shop sales and bookings and shared calendar

Be responsible for updating master contact databases 

Be the main point of contact for dealing with day to day IT queries (liaising with appropriate support services where necessary) 

Organise team meetings, circulate agendas and take and circulate minutes  

Organise the AGM  

Work with the Marketing Officer to update Facebook and other social networks with relevant information 

Be prepared to represent SMT at internal events as appropriate  

Perform general administrative duties; postage, opening post, responding to emails, ordering stationery, maintenance of equipment, etc. as required 

Organise events or meetings as required 

Be prepared to undertake relevant training to improve competence and confidence in performance of role

Be prepared to undertake any other duties within the role as required 

Person Specification:  Essential

Proven track record in administration and finance within a small office environment

Experience in developing and/or using financial databases and processes, including book keeping and record keeping 

Excellent computer literacy skills, including skills in Word, Excel, PowerPoint and Access databases

Experience of organising events and meetings 

Excellent written and verbal communication skills, and ability to respond tactfully and appropriately to enquiries from a range of individuals and/or groups 

Ability to take notes at meetings and write clear, concise minutes

Willingness to attend events and to work outside of usual office hours where necessary  

Ability to be flexible and multi-task working on several projects

Person Specification: Desirable

Previous experience of Sage accounting software 

Previous experience working in the charity sector

Understanding of donor reporting requirements

Experience of working with volunteers/interns 

HOW TO APPLY 

To apply for the role, please email your CV to Alison.ray@sulgravemanor.org.uk

The deadline for applications is midnight Sunday 29th January. Applicants must be available to attend an interview on Thursday 9th February at Sulgrave Manor. Late applications will not be accepted

Candidates shortlisted for interview will be notified by Friday 3rd February. If you have not heard from us by that time your application has been unsuccessful. Unfortunately, owing to limited resources we are unable to inform all applicants individually. For further enquiries about the role please email Alison.ray@sulgravemanor.org.uk