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Tender description

Provision of charitable funds administration services. — Preparation of Annual Accounts by the deadline required by the Charity Commission or other regulator, including the provision of information required for the consolidation into the Oxford Health NHS Foundation Trust accounts in line with the Trust's reporting requirements. — Completion of the Charity's Annual Return by the deadline required by the Charity Commission, including filing of the Annual Report and Accounts. — Provision of relevant financial information for the Annual Report. — Preparation of monthly accounts on a time-scale which permits up to date reporting to the Charity Committee. — Providing monthly statements to fund advisors and other ‘ad hoc’ readily-accessible information when required. — Weekly payments processing. — Income invoices to be raised and credit controlled as appropriate. — Processing receipts and recording of all income due. — Maximising tax benefits (e.g. gift aid) and maintenance of associated records. — Responding to HM Revenue and Customs enquiries and, on the Trustee's behalf, liaison with Revenue and Customs officers as needed. — Liaison with internal and external auditors of the Charity. — Liaison with the Charity Commission for advice, as appropriate. — Operating effective internal financial controls. These should be periodically reviewed by the tenderer's internal auditor, and the resulting reports shared with the Charity Committee. — Attendance at the quarterly meetings of the Charity Committee. — Preparing papers and reports to the Trustee's Charity Committee consistent with the services identified. See appendix 1 for further information on papers and reports. — Working with the Charity in the review of funds, to ensure they are being used effectively in accordance with the Charity Commission guidelines. — Coordination and distribution of investment information to the Charity Committee, as provided by the Investment Managers. — An administration service for legacies received by the Charity. — General administration of the Charity. — Drafting income guidelines and expenditure rules. — General, legal, charity and fundraising advice as appropriate. — Supporting Oxford Health's Charity Committee Secretary in preparing the agendas for Charity Committee meetings. Where appropriate, meeting with the Chair of the Charity Committee to discuss/agree the agendas. — Preparing papers and reports to the Trustee's Charity Committee consistent with the services identified. See appendix 1 for further information on papers and reports. — Preparing papers and reports on investment policy, as included in appendix 1. Ad hoc support related to changes in the investment management arrangements. — Drafting of the Annual Report of the Charity within the deadline required by the Auditors. — Liaison with internal and external auditors of the Charity. — Liaison with the Charity Commission for advice, as appropriate. — Attendance at the quarterly meetings of the Charity Committee.