Contract: Permanent
Hours: 3-4 days per week (approximately 24-28 hours)
Flexibility: We are a flexible and family friendly organisation. We pride ourselves on this ethos, which enables us to provide careers to talented people who have a life outside of work.
Salary: £27k-29k pro rata depending on skills and experience
Reports to: Co-Head of Family Services
Work location: Hybrid, remote or office based in Woking
How to apply: Please send a CV and covering letter (no more than two pages) to [email protected]. For an informal conversation about the role, please email [email protected].
Closing date: 6 October 2023
Interviews to take place via Teams on 12 October 2023

Twins Trust is at the heart of the multiples' community, supporting families with twins, triplets or more, influencing the healthcare system and campaigning on behalf of our community.   

The Family Services Team provides families with the information they need about having multiples, starting with their pregnancy and continuing throughout their parenting journey. We also facilitate peer-to-peer support and access to the multiples' community and provide bespoke support when needed.  

We're looking for someone to help us grow our non-crisis service and make it as impactful as possible. In addition to having a head for strategy and strategic planning, we are looking for someone with excellent project management skills, experience in training and coordinating volunteers and someone with the interest and empathy to be on the front line, talking to families if needed.

Role purpose

• Oversee and continue to develop Twins Trust's non-crisis focused family services, which include: practical information on our website, our volunteer-run helpline and our online communities.  
• Oversee our volunteer community, including recruiting new volunteers according to skills and availability, ensuring that volunteers are actively engaging and meeting all requirements, troubleshooting where needed. 
• Developing training materials for Twins Trust staff and volunteers and running training as needed to ensure that everyone in the organisation understands the needs of our families and how we meet them. 
• Ensuring volunteers and staff (where needed) are up to date with their safeguarding training
• Coordinating our peer-to-peer support service.
• Manage our online community support groups on social media (hosted via Facebook); ensuring guidelines are followed, being the voice of Twins Trust within the groups and ensuring families know about Twins Trust and resources we can provide. Promoting Twins Trust services within the groups.
• Oversee the running of our Professional Referral Service by triaging the referrals into the service and ensuring the families are linked to the correct volunteer for the support needed.
• To facilitate the evaluation and impact of our services and keeping our database updated. 
• To build strong working relationships within Family Services Team and the whole Twins Trust staff team in line with our core values and behaviours. 
• Attending events outside of office hours where required.

Essential attributes

• Demonstrable experience developing and implementing strategy 
• Demonstrable project management experience and organisational skills 
• Demonstrable experience managing and recruiting volunteers
• A strong understanding and appreciation of safeguarding 
• Experience and willingness working with service users 
• Appreciation of and experience setting appropriate boundaries and maintaining resilience  
• A team player who can influence outside of hierarchical relationships
• Excellent written and oral communication skills, across all channels for a variety of audiences
• Computer literate in Outlook, Teams, Word, Excel and PowerPoint 
• Self-sufficient - able to manage your own workload and admin

Desirable attributes

• Experience of working on social media channels in a supportive way (e.g. moderator) 
• Experience of inputting data/using data to analyse users of the service. This includes impact measures/seeking feedback
• First-hand experience of caring for twins, triplets or more

Employee benefits

Encouraging work life balance

1. 36 days paid annual leave (including bank holidays), pro-rata for part-time.
2. Flexible working options (with the opportunity to find a smart working pattern that suits both you and us).
3. Bespoke personal development plans with a wide range of training courses and opportunities to source additional training options with your line manager.
4. Various opportunities to feedback into how we internally operate.

Caring for you 

1. Enhanced maternity/paternity leave.
2. Free access to a confidential 24/7 helpline service with a specialist range of support and information.
3. Family friendly benefits including paid leave: in the event of miscarriage/still birth; to support IVF/fertility treatments; and antenatal appointments for both expecting mother and other parent.

Contract: Permanent
Hours: 28 hours per week across four or five days 
Salary: £27-£28.5k pro rata 
Reports to: Head of Finance
Work location: Hybrid role (Woking and home-based)
How to apply: Please send a CV and covering letter (no more than two pages) to [email protected]
Closing date: 9 October 2023

Role purpose

We are looking for a proactive and diligent Senior Finance Officer to join our team. You will:

• Be responsible for accurately recording all expenditure, including related tasks such as reconciling to financial records in other systems, reconciling control accounts and liaising with suppliers, staff, volunteers, and partners as required. 
• Be responsible for managing all aspects of the purchase ledger for Twins Trust, including electronically filing the associated documents and ensuring suppliers are paid on a timely basis.
• Support with the month-end processes, ensuring accurate and timely recording of expenditure, including expenditure accruals and prepayments.
• Support the production and auditing of our annual accounts.
• Prepare our quarterly VAT return.

To do this you will need to liaise with stakeholders from across the organisation and externally to ensure a thorough understanding of budgets and income/costs. You will be the first point of contact for all finance related queries both internally and externally.

You will be working in an upbeat, innovative charity with strong vision, ambition and a fantastic culture and leadership team. The working pattern will be hybrid with a split week of some home working days and some office-based days in Woking.

Employee benefits

Encouraging work life balance

1. 36 days paid annual leave (including bank holidays), pro-rata for part-time.
2. Flexible working options (with the opportunity to find a smart working pattern that suits both you and us).
3. Bespoke personal development plans with a wide range of training courses and opportunities to source additional training options with your line manager.
4. Various opportunities to feedback into how we internally operate.

Caring for you 

1. Enhanced maternity/paternity leave.
2. Free access to a confidential 24/7 helpline service with a specialist range of support and information.
3. Family friendly benefits including paid leave: in the event of miscarriage/still birth; to support IVF/fertility treatments; and antenatal appointments for both expecting mother and other parent.

Main responsibilities

• All aspects of processing expenditures into the financial accounts accurately on an accrual basis.
• Maintain accurate and up-to-date purchase ledgers in line with industry best practice, including all necessary system postings, allocations, reconciliations, and associated distributions such as remittance advices. 
• Setting up new supplier accounts in line with the procurement processes.
• Ensure all expenditure transactions, including suppliers' invoices, staff, and volunteer expenses, are supported by adequate documentation in line with internal procedural requirements as well as audit requirements. Ensure they have been appropriately authorised and are charged against appropriate account codes, cost centres, VAT codes and participate in communicating these requirements to staff and other stakeholders.
• Ensure the purchase order process has been correctly followed and take appropriate action if not.
• Induct new Twins Trust staff on finance processes and policies including staff expenses and credit card expenditure.
• Maintain the finance mailbox, ensuring queries are responded to promptly.
• Prepare periodic payment runs.
• Process all data using correct VAT codes, referring queries to other team members as appropriate.
• Be proactive to ensure all expenditure is paid on time as per relevant contractual terms, including reconciling supplier statements and dealing with queries of or from suppliers.
• Maintain audit back-up of purchase invoices and other expenditure.
• Maintain a list of direct debits and the record of direct debit mandates.
• Manage own time to ensure tasks are completed in line with internal deadlines, for example closure of the financial accounts for month-end and year-end.
• Prepare schedules and other information as required for management reporting, statutory reporting, and the associated audit.
• Contribute to the effectiveness of the team by initiating on continuous process improvement and streamlining the procedures associated with the role.
• Responsibility and ownership of the accrued expense journals ensuring unbilled costs are accrued for each month.
• Ensure that all processes are in-line with industry best practice and clearly documented so as to allow for them to be carried out in case of absence; suggest changes to procedures to improve efficiencies. 
• Ensure all postings are charged to the correct cost centre and account codes, referring to team members to clarify any uncertainty.
• Provide essential cover for other colleagues as required to provide continuous service to the organisation.
• Other reasonable duties commensurate with job grade.

Essential skills/knowledge relevant to this role 

• Ability to demonstrate relevant technical skills for the role and to translate these into practice.
• Knowledge of key financial principles, including a core understanding of the chart of accounts structure, cost centres, restricted and unrestricted fund incomes accrual accounting, systems and procedures.
• Good organisational and administrative skills including a high level of attention to detail and accuracy, even under tight deadlines.
• Through knowledge of Microsoft Excel.
• Excellent communication skills and strong customer focus with the ability to build relationships with both internal and external stakeholders.
• Excellent written and verbal communication.
• Ability to multi-task, prioritise and meet deadlines.
• Discretion in dealing with confidential and sensitive information.
• A professional and proactive outlook and demonstrable experience of taking personal ownership of the above tasks.

Desirable skills/knowledge relevant to this role 

• AAT or Part Qualified ACCA, ACA or CIMA.
• Experience managing a purchase ledger and cash book.
• Experience using Xero.
• Experience accounting for charity VAT.
• Experience of producing management accounts.
• Experience using other software products including Word and PowerPoint.
• Experience assisting with year-end audit as required by the Charities Commission and/or Companies House.