Finance and Administration Officer

Job Title: Finance and Administration Officer.

Duration: Part Time Temporary position for 12 months with possibility of extension subject to funding being secured.

Key Function: To support the administration and financial aspects of the Inclusive Accessible Multi Media (I AM) programme. This programme has been supported under the Personal Youth Development Programme (PYDP), a new initiative by International Fund for Ireland. It will seek to engage young people aged 16-25 years in a programme focused on personal development, good relations and employability for an initial period of 12 months. This post has been supported under the Personal Youth Development Programme (PYDP), funded by the International Fund for Ireland (IFI) and managed by the Rural Development Council (RDC). The aim of PYDP is to help young people build and develop life skills that foster good relations, build confidence and resilience and make them more employable.

Responsible to: Board of Glasgowbury

Location: 20a High Street Draperstown BT45 7AA

Salary: NJC Salary Scale 2 SCP 11 £15,807 (Pro Rata i.e. £6,322.80 p.a. /15 hours per week)

Key Duties

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 any other financial information required by the project.
• To liaise with our PAYE administrator / HMRC to ensure efficient and timely calculation and payment 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.
• To undertake any finance tasks which contribute to the smooth and effective running of the organisation.

2:         Administration:

• To develop appropriate administrative systems and provide high quality administrative support to the programme and all staff 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 post.
• 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 and training materials.
• To organise trainings, seminars, workshops, conferences and gatherings/events as requested.
• To maintain the office area, with a particular regard to cleanliness, tidiness and safety.
• To undertake any administrative tasks which contribute to the smooth and effective running of the organisation.

PERSONNEL SPECIFICATION

Essential Criteria

It is essential that candidates possess the following:

Experience / Educational Attainments:

• GCSE (or equivalent) in English and Maths, Grade C or above.
• Minimum of 2 years’ experience in finance and administration.

Skills/Abilities:

• 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.

• Ability to maintain effective administrative systems in line with the post’s organisational duties.
• Experience of monitoring budgets.
• Ability to communicate and work in line with funders requirements.
• Effective personal and interpersonal skills.

Desirable Criteria:

• Familiar with the use of websites, social media i.e. Facebook, Twitter etc.

• Experience of cross community, community relations and good relations work.
• Assisting with the planning, organisation and delivery of community development events and initiatives.
• Experience of using SAGE Accounting Package.

Note: Glasgowbury reserve the right to amend criteria if required to do so.