Gift Aid and Compliance Manager. MS National Centre, London. Head of Supporter Engagement

Transcription

1 Job Title: Location: Reports to: Gift Aid and Compliance Manager MS National Centre, London Head of Supporter Engagement Introduction to MS Society The MS Society is the UK s leading MS charity. Since 1953, we ve been providing information and support, funding research and fighting for change. We fund research, give grants, campaign for change, provide information and support, invest in MS specialists and lend a listening ear to those who need it. The MS Society is a democratic organisation. Every one of our 38,000 members has an equal say in what we do. We are also supported by 9000 volunteers and 260 staff members. Our Mission Our mission is to enable everyone affected by MS to live life to their full potential and secure the care and support they need, until we ultimately find a cure. Our aim is to beat MS. Context of Work More than 100,000 people in the UK have MS, more than 2 million worldwide. We offer hope for the future by investing in research and help for today through our information, support and campaigning. People with MS guide our work. Our volunteers and supporters shape our research programme through our Research Network, help us provide support locally through our branches and groups and help us write our publications. Our paid staff also provide information and support services to people affected by MS, work with scientists and healthcare professionals and raise funds in four national offices and communities across the UK. With branches in every part of the UK the Society s work has inspired thousands of volunteers, supporters and staff members to make a difference to the lives people affected by MS. Purpose To oversee and manage the end to end process for Gift Aid, ensuring compliance with HMRC rules, regulation and guidelines, to ensure that Gift Aid is maximised by working with all internal stakeholders. To provide advice and guidance and to ensure compliance with the Fundraising Standards Board, Information Commissioners Office and Institute of Fundraising legislation and best practice.

2 As a key member of the Supporter Services management team, to contribute to the leadership, planning and policy formulation of the department as a whole. As a member of the management community to influence and implement the Society s direction of travel to meet our organisational objectives. Key Relationships: Internal The post holder works closely with Teams and staff throughout the MS Society All Fundraising teams External The post holder works closely with HMRC Fundraising Standards Board Institute of Fundraising Information Commissioners Office External auditors Third party scanning service providers Add organ chart Key Accountabilities: The MS Society Gift Aid and Compliance Manager will support delivery of the Society s Marketing and Communication strategy to deliver the MS Society s strategic goals by: 1. Business plan implementation 1a Ensure that the MS Society Gift Aid claims are compliant with HMRC guidelines 1b Promote the effective use of Gift Aid 1c Ensure that a robust complaints process is in place that meets the set FRSB rules on complaints management. 1d Assist with the overall auditing, managing and promoting of Data Protection across the charity 1e Ensure that Fundraising and Marketing and Communications directorates are adhering to the Institute of Fundraising rules and regulations 2. Teamwork 3. Financial management 4. Monitoring and reporting on performance General

3 Key competencies The post holder is expected to model and promote the MS Society s values and leadership behaviours: Understands and commits to the MS Society Vision: Places people affected by MS at the heart of what we do; seeks ways to improve and have a greater impact and acts as an ambassador for the MS Society. Enables others to act: Trusts, empowers and develops staff, respecting and valuing diversity, skills and contributions from others. Maintains and develops own competences and engenders trust and respect from colleagues. Inspires and motivates: Maintains motivation creates energy and momentum; is positive and solution focused; and drives excellence and improvement. Analyses and Evaluates: Analyses information from a range of sources in order to make effective decisions; weighs up risks and challenges; applies critical thinking; is outcomes focussed and measures impact. Plans and prioritises: Works efficiently and plans ahead; prioritises effectively; is mindful of fundability; and is able to balance urgent and important activity. Communicates Effectively: Influences others, flexes to suit different audiences, builds rapport and is open and approachable Demonstrates professional competence: Maintains own area of technical or professional competence, shares and distributes knowledge and expertise, balances professional competence with effective interpersonal skills. Detailed Responsibilities: 1. Business plan implementation (60%) Planning work, setting and monitoring deadlines and reporting on achievements Focussing the work to deliver the overall team s business plans and contribute to the achievement of the Society s strategic aims and priorities Ensuring a clear focus on driving improvements in quality, impact and performance To review processes and procedures around Gift Aid and compliance with the view to streamline these so that efficiency and effectiveness is increased by teams 1a Ensure that the MS Society Gift Aid claims are compliant with HMRC guidelines (30%) Produce monthly database Gift Aid claims, that are then audited before submission to HMRC Ensure that the processing of all Gift Aid received and claimed via sponsored events is accurate and a full HMRC audit trail exists before submission All Gift Aid promotions and any literature produced meets HMRC standards of compliance

4 Be the main contact of any internal or HMRC audit of our Gift Aid systems and processes Keep up to date with HMRC Gift Aid rules and guidelines so charity remains complaint Management of third party suppliers for the scanning, supply and storing of Gift Aid images and their Gift Aid compliance 1b Promote the effective use of Gift Aid (10%) Run regular training courses and promotions that educate and promote Gift Aid to all staff involved in the scheme Produce and be the owner of the Gift Aid procedures for the charity Ensure that all of the charities Gift Aid promotions and wording is accurate both on and off line Increase Gift Aid take up by our supporters through working with our Fundraising and Marketing and Communication teams 1c Ensure that a robust complaints process is in place that it meets the set FRSB rules on complaints management (5%) Build and maintain a complaints process that conforms to set FRSB standards Report yearly to FRSB on the amount of complaints received along with volumes of activities undertaken Produce a monthly management complaints reports Contribute to the yearly Trustee complaints, compliments and comments document 1d Assist with the overall auditing, managing and promoting of Data Protection across the charity (10%) Carry out regular audits on the charities data handling procedures Co-ordinate requests from the ICO relating to potential Data Protection breaches by liaising with directorates and teams Keep organisation Data Protection information relevant and up to date Assist with the training of staff on the principles of Data Protection Co-ordinate and where appropriate respond to any subject access requests received from our supporters, members and volunteers 1e Ensure that Fundraising and Marketing and Communications directorates are adhering to the Institute of Fundraising rules and regulations (5%) Keep up to date with and promote the IoF rules, regulations and guidelines to the relevant teams Liaise with teams that are producing fundraising literature or who are carrying out fundraising activities, to ensure compliance 2. Teamwork 20% Contribute to the work of the broader team Developing and maintaining effective working relationships across the department, directorate and Society

5 2a Work with teams across the charity to ensure Gift Aid is maximised (10%) Be part of the approval process where Gift Aid is being promoted Work with the Data Services Team to ensure that any data imports where Gift Aid is included meet set standards Work with our Local Network Officers and Branch s to ensure Gift Aid is promoted and procedures and rules are being adhered to Working with the Supporter Service Centre promote Gift Aid so that sign up and uptake is increased 2b Working with directorates to ensure their compliance with external bodies in relation to set rules, regulations and guidelines (10%) Report on compliance levels Answer any questions or queries that teams or staff members may have Ensure staff working within the Supporter Service Centre understand and adhere to Gift Aid and FRSB set standards 3. Financial management (15%) Accountable for the efficient management of the Supporter Services expenditure including supporting the Head of Supporter Engagement in effective budget preparation, planning, monitoring and review Ensure effective financial and resource management Drawing up and monitoring of a Gift Aid budget in relation to processing and training costs Manage any external supplier costs in line with set budget Be responsible for any agreed growth in Gift Aid income 4. Monitoring and reporting on performance (5%) Accountable for the analysis and evaluation of your work performance information, monitoring and reporting against objectives, outcomes and KPIs. Ensuring action is taken in a timely manner to enable corrective action to be taken Ensuring the impact of your work is measured in accordance with the MS Society s outcomes framework Carry out audits on Fundraising compliance, report on findings an implement improvement plans at set points during the year Develop with relevant teams improvements plans and be part of the implementation and monitoring where necessary General Compliance with MSS s governance procedures, MSS policies and guidelines Contribute to a positive working environment in which equality and diversity are valued and staff are enabled to do their best Acting as project manager as required and contributing to relevant programmes and projects Providing advice to teams where appropriate on areas of compliance

6 Other Duties To be prepared to travel to meetings across the UK and be away from home overnight, as the job reasonably demands To undertake any other works as could be expected of a Gift Aid and Compliance Manager Person Specification Qualifications A level/equivalent qualification or Relevant professional experience, which demonstrates equivalent academic skills Evidence of continuous professional development Experience Proven track record of success in leading on and managing workloads to deliver high quality results to set deadlines Proven experience of the Gift Aid scheme, including processing and auditing HMRC claims Experience of ensuring compliance to best practice regulations and legislation in relation to Data Protection and the Fundraising Standards Board Proven experience of delivering training to teams with varying levels of skill and understanding Experience of developing, communicating and implementing business plans Proven project management experience Demonstrable experience of applying effective problem solving techniques when the situation demands Knowledge and skills The ability to manage change effectively The ability to focus on impact and deliver outstanding results Excellent knowledge and application of HMRC Gift Aid procedures and rules Demonstrable commitment to collaborative team work Demonstrable commitment to inclusive working, ensuring equality and valuing diversity Knowledge and understanding of FRSB, ICO and IoF policies, procedures and guidelines and the application of them in the work place Excellent interpersonal skills, and able to influence/persuade a wide range of stakeholders Excellent written and verbal communication skills, with the ability to communicate effectively in a wide range of media and audiences Excellent organisational and workload management skills Excellent IT skills, in particular Microsoft Office and the use of CRM Databases

7 The ability to build and manage a budget and then report on its performance Employment terms Grade: Band F, level 2 Salary scale: 35,151-40,073 Signed by postholder Date Signed by Executive Director Date