Peace Museum Finance Trustee
10 days ago
The Peace Museum
The Peace Museum is looking to appoint a Finance Trustee.
The Peace Museum is the only museum in the UK which is dedicated to the history and (often untold) stories of peace, peacemakers and the peace movement in the UK. Key elements of our work are educational outreach and promoting community cohesion in partnership with community agencies. We use the collection of 7,000 artefacts, banners, posters and videos to inspire people to see peacemaking as an active endeavour.
Rooted in Bradford but national in scope, the Museum draws trustees from both the local region and across the country.
Trustees currently inadequately reflect the rich diversity of cultures and communities across West Yorkshire. We welcome particularly applications from people who could help the Museum become more diverse in its personnel and operation.
Role description for a Finance Trustee.
The Board of the Peace Museum shall appoint a Finance Trustee who understands charity finance, who is familiar with budget calculations and who is responsive to emails particularly when payment authorisation is required.
The Finance Trustee will have oversight of almost all the finance functions of the Museum.
1. The Finance Trustee will have oversight of the appointed book-keeper in carrying out those functions. [See * below, for the book-keeper's responsibilities]
2. The Finance Trustee will exercise financial oversight:
- Authorising payments and bank transactions, including monthly salaries, as agreed by designated trustees
- Monitoring cash-flow
- Checking Co-operative Bank reconciliation (around 2 per month); passing this to a designated trustee for double-checking
- Checking quarterly COIF bank reconciliation; passing this to a designated trustee for double-checking
3. The Finance Trustee will take the lead in the Museum’s financial planning:
- Meeting with staff annually in the 4th quarter, prior to considering budgetary needs
- Working with designated staff and trustees, including the vice-chair and the book-keeper, in the 4th quarter to create an annual budget
- Advising staff and designated trustees undertaking targeted fundraising
4. The Finance Trustee will take responsibility for financial reporting:
- Presenting quarterly financial reports to the Board [Currently all meetings are online; our previous practice was to have 2 of the 4 meetings on Saturdays in Bradford]
- Helping the Board to develop the financial strategy of the Museum
- Taking the lead in enabling Board members to understand the financial health of the Museum and the financial consequences of any decisions that they might take
- Preparation and presentation of the annual accounts of the Peace Museum Company
* The Book Keeper
The book-keeper’s responsibilities include:
- Maintaining Accounting Records
(a) Keeping the records of receipts, payments and balances;
(b) reconciling the balances monthly with the bank statements;
(c) completing the postings to the nominal ledger; and
(d) preparing the accounts for approval by the Board.
- Management Accounts
Preparing the quarterly management accounts of the Peace Museum, including a Balance Sheet and Profit & Loss Statement.
- Payroll Preparation, PAYE and NI
Preparing the payroll, based on pensions deductions agreed by the Board, and preparing year end returns.
The Finance Trustee will ensure that the book-keeper has the relevant information to fulfil these functions, including:
a) Personal details of all employees (i.e. name, NI number, home address, and such data as is required by HMRC for filing payroll returns online)
b) All P45s, or equivalent, received by the Museum.
c) If any casual labour is taken on, or if the Museum is required to operate P46, or equivalent, procedures; completed forms to be passed to the book-keeper for processing.
d) Notification within two weeks of any employee who is ill for four or more calendar days, including weekends, bank holidays etc., enabling the book-keeper to operate statutory sick pay.
e) Notification of any employee who adopts, becomes pregnant or whose partner adopts or becomes pregnant, enabling the book-keeper to operate statutory adoption, maternity and paternity pay.
f) Details of any money or benefits made available to employees by the Museum or by a third party through the Museum.
g) Hours worked, rates of pay, bonuses, the amount of any pension deductions (Automatic Enrolment) etc.
h) Notification of employees engaged by the Museum or leaving the Museum’s employment.
i) Any notice of coding received by the Museum.
j) Such information as required by the book-keeper for the timely preparation and submission of PAYE returns.
The Peace Museum is a registered company, 3297915, and a registered charity, 1061102