In-Form Finance & Admin Officer

September 2021

In-Form Finance & Admin Officer

Permanent London Head Office Full-time 35 hours per week £31,885 - £34,515 (Head Office) 12.00 noon 20th September 2021 To be confirmed

Dear Candidate

Thank you for your interest in this post. This pack will give you some more information about the

role. Please feel free to contact us if anything is not clear or you have further questions.

Homeless Link is the national membership charity for frontline homelessness agencies and the

wider housing with health, care and support sector in England. With more than 890 members,

we work to improve services and campaign for policy change that will help end homelessness

and ensure that everyone has a place to call home and the support they need to keep it.

In-Form is our complete client relationship and service management system for housing and

homelessness organisations, built on the Salesforce platform. Income from sales, consultancy

and training helps to fund Homeless Link’s work and also ensures that our customers have

access to the information they need to improve services and demonstrate the impact of their

work.

This is an excellent opportunity to develop your career in Finance within a dynamic charity and

support sales and marketing functions. The In-Form Finance & Admin Officer is an integral

part of the In-Form Business Development team and assists in the smooth running of all

aspects of the work of this busy team, specifically focusing on financial management, licence

ordering and renewals for In-Form’s 250+ customers. They will also provide vital operational

support to members of the Business Development team. See the role description in this pack

for full details.

The role will be based in our Head Office in London, but the post is flexible and some home

working will be possible. We are actively seeking to increase our diversity within our organisation

and would greatly welcome applications from people with lived experience of homelessness,

from a black or minority ethnic background and/or with a disability.

Jane Finucane

Assistant Director In-Form Business Development

JOB PURPOSE

In-Form https://www.in-form.org.uk/ is Homeless Link’s case and service management

application and is built on Salesforce.com. The purpose of this role is to support In-Form business development, sales and marketing operations. This includes providing general finance administration in line with Homeless Link’s agreed financial procedures. The Finance Officer is an integral part of the Business Development team and assists in the smooth running of all aspects of the work of this busy team. They play an important part in the efficient day-to-day administration of the In-Form team, specifically focusing on financial management, licence ordering and renewals for In-Form’s 250+ customers. They will also provide vital operational support to members of the Business Development team.

ACCOUNTABILITY The Finance Officer is part of the In-Form team which is made up of 30+ technical, sales and marketing staff working on In-Form and other Salesforce projects. The Finance Officer will work closely with all members of the In-Form team and at times with other departments across the organisation. They will be managed by the Assistant Director Business Development and based in Homeless Link’s offices in Aldgate. The role may also involve occasional travel within UK.

MAIN RESPONSIBILITIES

To be responsible for the successful management of In-Form billing and renewals, ensuring customers receive a responsive, efficient and professional service at all times.

To ensure invoicing, renewal notifications and debtor chasing are kept up to date to help maintain Homeless Link’s cash flow as In-Form provides a significant percentage of the charity’s unrestricted income.

To invoice customers for all In-Form implementations, licence orders, annual licence renewals and professional services (up to £3m pa).

To send all In-Form customers their annual licence renewal notifications to ensure Homeless Link and Salesforce contract notification deadlines are met.

To manage In-Form credit control and coordination with finance to pursue non-payments in line with company policy. Monitor debtor levels to ensure that the level of debtors’ balances is kept within acceptable limits. Personally contact by email and phone all debtors whose invoices are 45+ days overdue.

To process all invoices from Salesforce and other suppliers for In-Form licences and marketing activities (£600k+ pa) and investigate queries from Salesforce about delayed payments.

To order licences through the Salesforce account manager and using the Salesforce Partner Order Application

To respond promptly to In-Form customer enquiries by phone, email or in writing and follow-up within agreed timeframes

To administer 60+ new clients pa.

To continually review systems and procedures and make recommendations for improvements to increase organisational efficiency.

To provide information and data required for financial management and monitoring purposes

To maintain accurate In-Form accounts, contacts, financial and other information on the CRM.

To produce written and statistical reports on In-Form for Lloyds Bank Foundation, Triangle Consulting and Spanning.

Provide support in all aspects of the work of the Business Development team, including:

Training Business Development staff on CPQ and other procedures

Helping with arrangements for In-Form events

Organising and taking notes at meetings.

Processing team travel and other expenses.

Plan own time to workplan and deadlines agreed with line manager.

Actively participate in team meetings, In-Form and Homeless Link staff days and other internal and external meetings, as required.

General

Roles and objectives in Homeless Link may change. All members of staff are expected to be prepared to work flexibly in response to changing business needs.

All members of staff are expected to undertake any other responsibilities or tasks that are consistent with their role and/or reasonably required by the Chief Executive.

All members of staff are required to operate in accordance with Homeless Link’s values, policies and procedures.

This is a description of the job as it is presently constituted. It is the practice of Homeless Link to examine job descriptions from time to time and to update them to ensure they relate to the job as then being performed, or to incorporate whatever changes are required to reflect business needs. This will be conducted in consultation with you. It is the organisation’s aim to reach agreement on changes, but if agreement is not possible, the organisation reserves the right to insist on changes to your job description, after consultation with you.

QUALIFICATIONS, SKILLS AND SPECIALIST KNOWLEDGE FOR THE ROLE

Essential

Minimum one year’s work experience as a Finance Administrator, Finance Assistant or similar role managing financial systems and following and developing complex administrative procedures

Experience of working in a customer focused role

GCSE Maths and English or equivalent

Excellent numerical and written skills

Good knowledge of MS Office applications, in particular Excel and Word

Good attention to detail and accuracy

Good written and verbal communication skills

Good problem-solving skills

Planning and supporting the delivery of projects to agreed timescales

Ability to work independently, yet supportively within a wider team and to be able to work with a variety of internal and external stakeholders

Good time management skills (i.e. prioritising workloads and working to deadlines)

Desirable

Proficiency with Salesforce or other CRM systems.

Experience of organising meetings including preparing agendas and taking appropriate notes or minutes

Communicating with people from a variety of levels and organisations by phone and in writing

An understanding of budgeting, financial accountability and reporting

Working or volunteering in a charity

GENERAL REQUIREMENTS FOR ROLES AT HOMELESS LINK

Essential

Willingness and ability on occasion to work outside normal office hours and travel within England.

Willingness and ability to operate in accordance with the values and policies of Homeless Link.

Willingness and ability to work flexibly in response to changing organisational requirements.

Commitment to bring into the work the views, needs and voices of people with direct experience of homelessness.

Desirable

A sound understanding of the causes, consequences and solutions to homelessness based on direct experience.

Personal Contribution Working with Others Organisational Contribution

Personal Effectiveness: Demonstrating effective working practices, striving to deliver high performance

Teamwork: Working cooperatively, building and nurturing strong relationships within & outside the organisation.

Resource & Project Management: Achieving results through efficient and effective management of projects and resources

Effective Communication: Demonstrates ability to communicate concisely, accurately and persuasively verbally and in writing with a range of audiences

Stakeholder Focus: Identifying, understanding and striving to exceed the needs of all stakeholders.

Entrepreneurial & Innovative Thinking: Generating and developing imaginative and innovative solutions and opportunities.

.

Homeless link offers a range of generous benefits including:

30 days annual leave per year plus bank holidays (pro rata for part-time)

Enhanced Maternity, Paternity, Adoption & Sick Pay schemes

Enhanced employer Pension Contributions

Employee Assistance Programme

Cycle to Work scheme

Season Ticket Loan scheme

Group Life Assurance scheme

Flexible working hours

Commitment to Continuous Development

Incremental Salary Scale

Please submit your CV along with a supporting statement showing how your meet the criteria on the Person Specification and our Equal Opportunities Form by email to recruitment@homelesslink.org.uk by 12 Noon on Monday, 20th September 2021. Please state clearly which post you are applying for (In-Form or Central Services or both). Applications received after the published closing date will not be considered. For any queries about the post, please email recruitment@homelesslink.org.uk.