Treasurer Support Officer

Principal Accountabilities

The role holder will be responsible for:

Remote Support for Conference Treasurers

• Support Conference Treasurers in their day-to-day use of the Online Treasurer Book.

• Provide assistance via email, telephone, and other remote support tools as required.

• Address queries relating to accounting, governance, policies and procedures, and technology issues.

• Escalate matters to stakeholders or other members of the organisation when necessary for advice or action.

Face-to-Face Support

• Provide drop-in clinics for Conferences at selected regional locations on predetermined dates.

• Deliver periodic refresher training sessions for Conferences across the Region.

• Be available to assist members visiting the office in person.

Training for New Treasurers

• Provide induction training for new Treasurers taking on Treasurer duties and record delivery of same.

• Deliver training to Conferences transitioning from manual to the computerised financial system.

• Facilitate group training sessions where possible for efficiency and peer learning.

• Manage and maintain the Region’s training equipment and materials.

Support to Area Presidents and Treasurers

• Build and maintain strong working relationships with Area Presidents and Treasurers.

• Collaborate with Areas to ensure timely and accurate data entry into the Online Treasurer Book.

• Provide regular and proactive updates and information to Area Treasurers.

Reporting and Communication

• Prepare and deliver regular reports to stakeholders on system usage and emerging trends.

• Share training schedules, updates, and helpful tips with members throughout the year.

• Provide monthly, quarterly, and annual information to the Region and Areas as required.

Data Quality Assurance

• Monitor and review financial data to ensure accuracy and consistency throughout the year.

• Use system-generated reports to identify and address data issues or training needs.

• Liaise with Conferences to resolve discrepancies and improve overall data quality.

Procedural Change Management

• Communicate and guide Treasurers through any changes or updates to financial procedures.

• Identify gaps or inconsistencies in procedures at Conference level and escalate them to appropriate stakeholders.

• Report back to Conferences on actions taken or procedural updates.

System Improvements

• Collaborate with Online Treasurer Support personnel nationwide to identify system improvements.

• Test new features or updates and provide feedback to improve functionality.

• Work collectively to develop solutions for potential system issues.

Annual Returns Process

• Support Conference Treasurers in completing and submitting their Annual Financial Returns.

• Review and ensure the quality and accuracy of Annual Returns during the main reporting period (December to April).

• Liaise with Conferences and auditors to address queries and provide guidance.

• Work with volunteers assisting in the Annual Returns process.

Challenges

There are a number of challenges in this role, largely determined by the scale, complexity, voluntary nature, and high levels of local autonomy within the Society:

• Ensuring confidentiality at all times.

• Ensuring a friendly and supportive atmosphere at all times.

Other Information

In addition to the duties and responsibilities listed above, the job holder may be required from time to time to perform other duties as deemed reasonable and necessary by the employer. The job holder may also be required to work or attend training/meetings at another location. As much notice as is reasonably practicable will be given of any such requirement or change.

Employees are responsible for notifying their manager in writing of any statutory rest period or break to which they are entitled but were unable to avail of on a particular occasion, including the reason for not availing of such rest period or break, within one week.

Education, Experience, Knowledge and Skills Required

Qualifications

• Qualification ideally in accounts, bookkeeping, or a relevant field (essential).

Experience

• Experience in office administration.

• Experience in delivering and supporting training.

• Bookkeeping or accounting experience.

• Proficiency in IT systems (Outlook, Excel, Word, PowerPoint, database administration, etc.) required.

• Experience in the charity sector advantageous.

• Experience of providing training to system end-users (essential).

• Experience using financial systems advantageous.

• Experience in a customer support role (both face-to-face and via email/telephone) (essential).

Knowledge and Skills

• Knowledge of one or more finance systems advantageous.

• Understanding of the Charity Act desirable.

• Knowledge and appreciation of the Society, its ethos, mission, and values.

• Strong administration skills.

• Strong IT skills.

• Ability to work on own initiative.

• Ability to work as part of a team (essential).

• Excellent numerical skills.

• Excellent problem-solving skills.

• Excellent organisational skills.

• Excellent communication skills (written, verbal, and listening), with the ability to communicate across all levels of the organisation and with stakeholders.

• Excellent interpersonal skills with the ability to establish and maintain strong working relationships across different functions and locations.

Personal Attributes

• Honest and trustworthy.

• Respectful.

• Flexible.

• Demonstrates sound work ethics.

• Maintains confidentiality.