Finance and Administration Officer

About Top of the South Community Foundation

TSCF is a charitable trust that promotes generosity throughout Te Tau Ihu (Top of the South), empowering generous donors to support the causes and communities they love. We work with individual donors, workplaces and community organisations to build sustainable funding streams, supporting our community now and into the future. We distribute our funding for maximum impact including through grant rounds.

TSCF is one of a network of 18 Community Foundations across Aotearoa and sits under the umbrella of Community Foundations Aotearoa New Zealand (CFANZ). 

https://www.topsouthfoundation.org.nz/

Purpose of this role

The creation of this role follows a period of growth resulting in a need to respond to both existing operational requirements and further organisational development. The Finance and Administration Officer role (FAO) will increase our capacity and capability to provide quality services to our donors and community. This role signals a new era for TSCF including a shift to a more sustainable model of financial management and the introduction of Salesforce to our administrative processes. 

Strategic alignment

Our current four key strategic focus areas are Be a high-performance organisation; Be well known and highly regarded; Nurture our supporter base and funds; and Distribute our funds for greatest impact

Our values are to be Impactful, Ethical, Enduring and Transformative

This role aligns strongly to our pou ‘A High Performance Organisation’ within the sub-categories of Finance, IT and Admin. It will support other key areas of strategy including donor stewardship, funding distributions and marketing.

Role Description - Financial and Administrative Officer

Reports to       Executive Officer

Hours              Average ~20 hours per week delivered under mutual agreement

Start date       March 2025 (estimate)           

Role purpose

To support the EO and Board with financial and administrative tasks.

Role structure

1. Operational financial tasks including monitoring, reconciliation and reporting. (30%)

• Daily / weekly management of TSCF operational funds including payment of bills, reconciliation etc (Xero and Salesforce).
• Monthly budget tracking and forecasting (including cashflow) alongside EO and support preparing operational financial statements for the Board.
• Annual support for preparation of accounts and completion of audits. 

2. Supporting transition to and use of Salesforce across appropriate systems and processes (30%)

• Supporting transition from older systems to Salesforce including for donor and community group management, aspects of financial management and event management.
• Maintaining Salesforce on a day-to-day and annual basis to ensure good record keeping and functionality
• Completing other appropriate tasks using Salesforce

3. Supporting donor and stakeholder management through communications, events and administrative tasks. (10%)

• First point of contact for enquiries.
• Supporting EO to set up and maintain systems to enable regular contact with stakeholders (e.g. donor and sponsor annual check ins).
• Support EO to organise events e.g. AGM and stakeholder events
• Filing and maintenance of documentation and other assets (SharePoint and Salesforce).

4. Supporting community organisations through administrative support to funding applications and distributions (e.g. a grant round). (10%)

• First point of contact for enquiries
• Support relationships with community organisations including for funding applications, funding decisions and reporting for all distributions (eg the annual grant round).
• Ensure Community Organisation records in Xero Salesforce, SharePoint and other systems are up to date and well maintained

5. Supporting marketing and communications. (10%)

• Send out newsletters and public communications (currently Mailchimp)
• Basic maintenance of website (e.g. adding new resources, editing / updating existing text).
• Support maintenance of social media platforms

6. Supporting the Board including as minute secretary. (10%)

• Take minutes and support the Board (6 week meeting schedule)
• Support committees as necessary

Person specification

Must

• Have excellent administrative and computer literacy skills including using Salesforce or similar
• Have an excellent track record in financial management including use of Xero
• Have strong administrative, analytical and reporting skills
• Be organised and pay attention to detail, including managing repetitive tasks
• Demonstrate personal energy, integrity, tact, trust, ethical behaviour, and leadership by example
• Work well independently and as part of a small team, a self-starter 
• Welcome and foster communication and interaction with a wide variety of people

Should

• Have a relevant tertiary qualification and / or financial and administrative experience
• Demonstrate a genuine passion for the cause
• Proposes solutions to challenges

Performance indicators

• Transparent, clear, consistent and accurate performance
• Administrative processes working smoothly and in a timely fashion.
• Financial processes working smoothly and in a timely fashion.
• Positive feedback from donors / partners / local charities
• Positive feedback from Trustees / EO

(Performance indicators will be periodically reviewed by Board Chair, EO and FAO.)

Key relationships

Internal ExternalChair Donors and stakeholdersBoard of Trustees CFANZ personnelEO Local funders Local charities and community organisations

Other factors to consider

• The role is a contractor position, $40 per hour
• We anticipate an average of 20 hours per week
• Hours may vary from week to week, for example, during our grant round, hours may peak though we do not expect the average to vary by more than approximately 5 hours in any week
• Board meetings can be attended virtually (Tuesday evenings)
• The successful candidate can be based anywhere in Te Tau Ihu
• We anticipate TSCF will continue to grow and the role will evolve
• Any offer of a position is subject to police and reference checks

Estimated Timeline

Deadline for applications                                26 January 2025

Interviews                                                       3-7 February

Reference checks and contract offer             10-14 February

Start of role                                                     dependent on notice period but as soon as possible

Further Information

The successful candidate will work closely with our Executive Officer, Nettie Stow. Please contact her if you require further information.

eo@topsouthfoundation.org.nz 

027 451 0553

To submit an application

Please email your CV and cover letter as one PDF document to eo@topsouthfoundation.org.nz by 26th January 2025

Ngā mihi nui ki a koe – thank you for your interest in this role.