Finance & Admin Officer

Job Purpose

To maintain and develop financial systems, procedures and controls and administration for the efficient and effective operation of the organisation.  To provide supervision to Reception and other administration staff.

The Finance & Administration Officer will work with a wide range of people and at times vulnerable groups such as children and older people, therefore having a warm, positive and friendly personality is a key requirement.

Main Duties and Responsibilities

Financial

1. To maintain all accounting records including bank reconciliations, cheques journal and purchase ledger relating to the organisation.

1. To maintain the computerised recording of financial transactions.

1. To operate the PAYE system including calculation of salaries for all staff, completion of quarterly returns and the necessary payments to Inland Revenue and completion of annual returns.

1. To be responsible for submitting financial claims and associated documentation related to these financial / funding claims within required deadlines. Oversee and reconcile all financial drawdowns for funding claims.

1. Responsible for all income, recording, safe keeping and making regular bank lodgements.

1. To process all documentation relating to invoices and statements, expenses and orders placed.

1. In conjunction with the relevant manager to liaise with funders as required.

1. To ensure that financial reports, expense forms and invoices are forwarded for approval to the manager in a timely manner.

9.    The post holder will, on request, provide administrative, financial and information support to the Trust management committee / board and key staff in the preparation of funding submissions and business cases.

10. Prepare a monthly financial report for and may be required to present this to the management committee and Manager at the committee meetings.

11. Work with the accountant in preparation of annual account returns.

12. Monitor and inform the relevant manager or project team about underspend or overspend within the guidelines of the letter of offer and within the timelines set by funder.  Produce monthly detail of spend –v- budget to ensure on target to achieve funders expectations.

13. Be responsible for the preparation of any financial reports as requested to assist with the planning/growth decisions for the organisation going forward as requested by management and funders.

14. To be available when required to attend meetings, prepare minutes and related documentation and ensure accurate and timely distribution. To also provide any reports relevant to inform discussions at meetings.

15. To assist in the organisation of functions and events as and when required.

16. To administer and record all petty cash transactions.

Staff Supervision

17. To supervise and support Receptionist and other administration staff

18. Responsible for the day to day running of Hillcrest Trust Reception, Finance and Administration operations.

Administration

19. To prepare promotional literature and related materials that will provide information of all the organisation’s activities, collate information and develop a regular community bulletin/leaflet as requested by the Manager.

20. Prepare letters, documents, minutes as required.

21. Be responsible for the maintenance and update of the organisations web-site and social media sites.

22. Prepare a monthly staff report to the Manager on work/progress of work undertaken during that month to be presented to management committee at monthly meetings.

23. Record all staff leave.

24. Operate booking system for room rental, programmes and services.

25. To create and maintain good working relations within the organisation, members, fellow employees and clients

1. 26.  To monitor stock and administrative supplies and order appropriate replacements when necessary.

27. To organise and maintain filing systems – electronically and manually.

28. In general to promote the aims and objectives of the organisation.

29. To operate with others, Health and Safety at Work procedures and be responsible for maintaining a clean and tidy working environment.