The Role of the Treasurer in Charity-Managed Early Years Settings

A Friendly Guide for Parent Volunteers

If you’ve ever looked at the treasurer role on your early years committee and thought, “That sounds a bit intimidating…” you’re definitely not alone. Many treasurers in charity-managed settings are parent volunteers with little to no financial background when they start.

The good news? You don’t need to be an accountant to be a great treasurer. What really matters is being organised, willing to learn, and able to ask questions when you’re unsure. This role is about teamwork, not perfection.

It’s About Understanding, Not Just Numbers

At its heart, the treasurer’s role is to help everyone understand how the setting is doing financially. You’re not expected to know everything straight away or deal with complicated finance on your own.

A big part of the role is simply taking the financial information such as income, spending and balances then presenting it in a clear way so the committee can make informed and actionable decisions.

Think of yourself as a translator, turning numbers into something meaningful for the group and in early years settings where income streams often fluctuate (think government funding changes, varying enrolment numbers and fundraising efforts) this strategic oversight is especially critical.

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Keeping Things Accurate and Transparent

One of your key responsibilities is making sure the finances are recorded properly and kept up to date. This might sound daunting, but in most settings there are systems, templates, or even external support (like accountants or bookkeepers) to help.

Your role includes:

• Keeping track of money coming in and going out

• Sharing simple financial updates at meetings

• Helping prepare end-of-year accounts (usually with support)

• Making sure basic financial procedures are followed and that the appropriate controls are in place

You’re not expected to do this alone, there’s usually guidance available and previous treasurers’ records can be a huge help.

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Planning Ahead (Without Crystal Balls!)

Budgeting is really just planning ahead. You’ll work with the manager and committee to estimate income (like funding and fees) and expected costs (like staffing and rent).

My three year business plan template assists you with this and includes a RAG (Red, Amber, Green) rating in the dashboard so that at a glance you can identify where things are good and any areas for concern.

This includes anticipating costs such as staffing, resources, rent, and maintenance, while also factoring in uncertainties. A strong treasurer doesn’t just react to financial pressures they help the setting prepare for them.

It’s okay if things change because they often do. The goal isn’t to predict everything perfectly, but to give the setting a clear, sensible plan so there are no surprises.

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Helping the Setting Make the Most of Its Money

Many early years settings rely on fundraising to provide extra resources and opportunities for children and enhance what they offer. As treasurer, you help make sure that money is used wisely and for the right purposes, helping to:

• track fundraising income

• ensure funds are allocated appropriately

• advise on projects and initiatives

You might also support funding applications by providing simple financial information again, usually with help from others.

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Putting Simple Safeguards in Place

Part of your role is making sure there are basic checks in place to protect the setting’s money. This isn’t about mistrusting people, it’s about good practice but there should be controls in place to protect the charity (including committee members) from error and misuse of funds.

For example:

• Having two people approve payments

• Keeping clear records

• Checking bank balances regularly

These steps protect both the charity and the volunteers involved. Documents that you should have in place as a charity include:

• a charity financial controls policy

• a procurement policy

Both of these can be found in my online shop for you to instantly download and adopt. Get them here

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You’re Not Doing This Alone

One of the most important things to remember is that the treasurer is part of a team. You’ll work closely with the chair, secretary, and setting manager, and you can always ask for help.

Good communication is key but that just means being open and honest. If something doesn’t make sense, say so. Chances are others are wondering the same thing.

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Why the Role Really Matters

It might not always feel like it, but the treasurer plays a huge part in keeping the setting running smoothly and ensuring financial stability By helping to manage the finances, you’re supporting everything from staffing to resources to the overall quality of care.

And while it can feel like a big responsibility, it’s also a really meaningful way to contribute.

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Final Thoughts

Taking on the treasurer role might feel like a step outside your comfort zone but that’s okay and I'm always available for advice if you need it. Most people learn as they go, and there’s plenty of support from your fellow committee members along the way.

You don’t need to be a finance expert. You just need to be willing, organised, and part of the team.

And honestly? Once you get into it, it often feels far less scary than it first seemed.