Job description - Association of Leading Visitor Attractions

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Job description: Finance and Business Manager

Reporting to:

Liaison with:

The Director of ALVA

Members, sponsors, suppliers, HMRC, auditors, bankers, general enquiries, public

Based at: ALVA office, New Wing, Somerset House, Strand, London.

WC2R 1LA.

Work hours: 9am

– 5pm, Monday - Thursday; some flexible working; some travel to members’ attractions and events within the

UK; some overnight attendance at events (typically three times per year).

Salary:

£28k pro rata for a 4 day week. 30 days paid leave (pro rata)

The Association of Leading Visitor Attractions (ALVA) is a small trade association with a stellar membership and we’ve just celebrated our 25 th birthday. We’re located in the beautiful and historic Somerset House on the Strand in central London

(nearest tube stations are Temple, Embankment, Waterloo, Covent Garden and

Charing Cross).

ALVA's members are the UK's most popular, iconic and important museums, galleries, palaces, castles, cathedrals, zoos, historic houses, heritage sites, gardens and leisure attractions. They comprise over 2200 tourist sites, hosting over 119 million domestic and overseas visitors each year - around 28% of the visits made annually in the UK.

We represent our members to Government, media and business and lobby for support for the sector. We provide training, benchmarking and advocacy initiatives to assist our members continually improve the visitor experience.

The job of the Finance and Business Manager is a crucial one: you make sure our members, sponsors and customers are invoiced; our finances are well managed; you assist in preparing budgets, paying our bills, preparing our finances for our auditors, as well as keeping our IT and office working smoothly. You’ll also have personal responsibility for some project areas, like our benchmarking service, and get to attend events hosted by our members in their amazing sites up and down the

UK.

Ideally you’ll be a book-keeper or have financial responsibility in a small business or charity; have experience of preparing budgets, monitoring and managing finances, preparing financial management information; processing invoices and managing the

IT requirements. You’ll be able to lead on and work on your own projects (with support from other team members) and be good at liaising with our members and dealing with their and public enquiries. You’ll have a real interest in what our members do and our role in supporting them

.

Key responsibilities:

1. Book-keeping and financial management of the organisation (turnover in

2014/15 was approx. £640,000).

2. Management of IT use and liaison with IT and office suppliers

3. Member Liaison and project management for a number of ALVA initiatives (yearly visitor numbers survey; benchmarking services; monthly visitor figures; ALVA mystery guest scheme)

4. Support for Events and other members of the ALVA team

Specific tasks:

Ad hoc/daily:

Amazon: Office supplies ordering

Membership enquiries, dealing with, sending out information

Sponsorship enquirers, dealing with sending out information

Vonage phone system: managing phone redirects, bills

Email signature members list image: update and provide to office

IT systems: Keep computers updates, virus protected, resolving daily IT issues

Office router: manage wi-fi connectivity, resolve issues

Website updates: Images, events, working directly with Leisure media on any changes required

Google Apps for business: Google mail, outlook, Google drive backup, remote access

Infographics, stats and trends from visitor statistics as required by the Director

Cover twitter and Facebook when requested, post job listings from members

Add new members to the website, and pro-rata invoices.

Answering members

’ questions

Providing support for events, IT, badges, venue prep, welcoming guests, ensuring presentations are available and working, uploading presentations to

‘dropbox’ and making available on members website.

Weekly:

Send out invoices, chase late invoices

Reconcile bank account with ClearBooks book keeping software

Pay incoming bills

Sending out members

’ questions, reports and updating contact lists on MailChimp

Monthly:

Salary run, calculate tax, national insurance, money owed to HMRC

Schedule PAYE payments to employees and HMRC

Reconcile savings accounts with Clearbooks

Send out request for visitor stats

Process visitor stats and send out results

Quarterly:

BDRC invoices: raise cheques that are countersigned by the treasurer and the

Director

Forecast / budgeting for board meetings

Calculate and pay VAT

Schedule benchmarking meetings, minutes and venue

Yearly:

Prepare Clearbooks for end of year accounts

Work with accountants to provide final accounts

Organise our Benchmarking seminar: book venue, manage invite list, create

EventBrite invitation, organise catering

Manage our relationship with BDRC who provide our Benchmarking service: yearly invoicing run, manage invites, purchase orders, invoice tracking, BDRC invoicing

Manage our relationship with LMA who provide our Finance benchmarking: yearly invoicing run, managing invites, invoice tracking, vendor invoicing

Manage our own Mystery Guest scheme: invites, exchange list, contact sheet update, manage any change requests and send out reminders throughout the year

Send out annual sponsorship invoices

Send out annual membership invoices

Manage subscriptions to Smug Mug, Dropbox, Google Apps,

Payment of yearly invoices for memberships, insurance, virus software etc

And other tasks and responsibilities as required by the Director.

For your information:

Website:

Twitter: www.alva.org.uk

@alva_uk

To apply for this role:

Please send us your CV highlighting your relevant experience and qualifications, with an accompanying letter (2 sides only please) which describes how you meet the requirements for this role, your previous experience, your suitability and why you are interested in working for ALVA.

These should be sent to the Director at the ALVA office (email: [email protected] ) and received here by

9am on Tuesday 26 th

January.

Any applications received after this time will not be considered.

Interviews will be held on

Friday 29th January.

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