Administration & Finance Officer

Schomberg Society Kilkeel Ltd.

JOB DESCRIPTION

JOB TITLE                        Administration & Finance Officer

HOURS                            Up to 20 hours per week   

ANNUAL LEAVE               25 days per year (Pro Rata)

DURATION                       9 months with possibility of extension subject to funding

LOCATION                       Reivers House, 8-12 Newcastle Street, Kilkeel, BT34 4AF

SALARY                           £19,773 per annum (Pro Rata)

RESPONSIBLE TO           Youth Development Worker

INTERVIEW DATE            Wednesday 16th November 2016

Responsibilities:

To support the administration and financial aspects of the Personal Youth Development Programme:-

1:       Finance:

• To establish the necessary financial systems, manage and monitor spend and complete monthly quarterly, annual and other required returns
• To set up and maintain computerised and manual financial records and ledgers, the PAYE system, cheque journals and accounts, petty cash and other financial information required by the project
• To operate the PAYE system, including calculation of salaries and completion of monthly and annual returns to meet statutory requirements
• To work closely with other PYDP staff, committee and the Managing Agent (Rural Development Council) to ensure the PYDP financial guidelines are followed for the life of the programme
• To maintain and prepare records and the documents required for the release of monies from the funder and to liaise with the Managing Agent to submit claims regularly to ensure cash-flow is maintained
• To work closely with the Treasurer to prepare finance reports, prepare annual accounts and write up financial reports related to the work of PYDP

2:       Administration:

• To develop appropriate administrative systems and provide high quality administrative support to ensure that the resources available are used efficiently and effectively
• To arrange layout of rooms for all activities under the PYDP Programme and organise hospitality for meetings
• To prepare minutes, management accounts and other supporting documentation as required
• To organise and maintain filing systems – electronically and manually
• To prepare and maintain all PYDP records
• To process and record telephone calls and posts
• To seek quotations and ensure that procurement guidelines are adhered to at all times
• To assist the team in preparing recruitment forms, attendance forms and programme materials
• To ensure all reports are completed, expense forms and invoices are paid in a timely manner
• To receive and record fees / documentation made by training providers / tutors
• To prepare agendas, minutes and other related documentation for meetings including the Advisory / Steering Committee to be set up as part of this programme
• To assist in the preparation of promotional materials
• To organise trainings, seminars, workshops, conferences and gatherings/events as requested
• To maintain the reception area, with a particular regard to cleanliness, tidiness and safety
• To operate and maintain Health and Safety at Work procedures
• To carry out any other reasonable requests or activities deemed appropriate

This Job Description is not intended to comprehensively list the responsibilities of the post but to indicate the main areas which at this stage appear to be the essential requirements of the post.
                           ADMINISTRATOR / FINANCE OFFICER

PERSONNEL SPECIFICATION

Essential Criteria

• GCSE (or equivalent) in English and Maths, Grade C or above
• Minimum of 2 years experience in finance and administration
• Excellent IT skills with a working knowledge of Microsoft Office, including Word, Powerpoint and Excel
• Good organisational and presentational skills
• Excellent written and verbal communication skills
• Ability to work unsupervised, prioritise workloads and work on own initiative
• Book-keeping skills
• Familiar with the use of websites, social media i.e. Facebook, Twitter etc.