Board Membership

Administrator

Ballymagroarty Hazelbank Community Partnership

Administration
18091.68
35.00
To provide an efficient and effective accounting and administrative support service to the Ballymagroarty Hazelbank Community Partnership.

Administration Responsibilities

  • To gain a working knowledge of the principles, structures and ethos of BHCP.
  • To process all documentation relating to payroll/wages and to process direct payment of wages and salaries.
  • To process, on a required basis, all Inland Revenue returns and correspond with HMRC accordingly.
  • To establish and maintain appropriate administrative systems.
  • To monitor and evaluate administrative procedures and make appropriate changes, subject to the approval of the Manager.
  • To answer the telephone and ensure messages are passed on to the appropriate person.
  • To communicate effectively in a friendly, courteous and efficient manner.
  • To provide administrative support to the BHCP team by undertaking tasks such as word processing, faxing, photocopying, filing, typing reports.
  • To ensure that all documents sent from the office are of the required standard and that systems to maintain confidentiality are in place all inclusive of GDPR.
  • To maintain a working knowledge of the office diary/year planner.
  • To assist in the preparation, organisation and co-ordination of events.
  • To take minutes as appropriate and to carry out any other follow up work as requested in a timely fashion.
  • To circulate relevant information to the Board of Directors and other partner organisations as required.
  • To adhere to the Health and Safety Policy and ensure the maintenance and safety of office equipment.
  • To input data and maintain programmes’ databases.
  • To prepare leaflets, information packs and newsletters as required.
  • To liaise and network with relevant agencies and represent the Partnership, as requested.
  • To maintain and manage the Bookings of the 3G Pitch Facilty
  • To maintain attendance records for all Partnership Staff.

 

Financial Responsibilities

  • To implement and adhere to the financial policies and procedures of Ballymagroarty Hazelbank Community Partnership.
  • To carry out monthly bank reconciliations.
  • To maintain financial records of all payments relating to the 3G Pitch Facility
  • To establish and maintain appropriate financial systems, including computerised accounts and budgetary control systems.
  • To implement and maintain efficient and effective systems to ensure that the payment of creditor invoices and issue of debtor invoices and statements are administered in accordance with proper procedures.
  • To develop and maintain an efficient and effective bookkeeping service, filing and maintaining data.
  • To implement and maintain an efficient and effective system for administering and recording petty cash / postage transactions.
  • To administer effective procedures for the requisition, purchase and control of supplies and selection and review of suppliers.
  • To implement and maintain an efficient and effective computerised payroll system for staff.
  • To be responsible for maintaining an efficient and effective system for the timely and accurate processing of claims in respect of funding programmes.
  • To prepare monthly, quarterly and annual financial/budgetary control reports and advise the Partnership Manager and the Board of Directors, as necessary, on any issues arising.
  • To reconcile annual revenue and expenditure and bank accounts and forward details to the Accountant for the preparation of the annual accounts.
  • To draft and monitor financial budgets, as directed by the Partnership Manager, advise on expenditure of funded projects and prepare financial returns.
  • To draft estimates and forecasts of costings for existing or proposed projects or initiatives for the purpose of submitting funding applications or budgetary control.
  • To oversee the maintenance of registers of all assets purchased by all Projects
  • To meet monthly with the Treasurer to review the financial status of BHCP.

 

 

General Responsibilities

  • To carry out any other duties falling reasonably within the competence and capability of the post holder as assigned by the Partnership Manager.
  • To attend training designed to enhance skill levels, thereby assisting the development of BHCP.

 

Note:

This job description is not intended to be prescriptive but is intended merely to give a general outline of the responsibilities of the post. Whilst this job description does not form part of your contract of employment, you will be consulted on any significant changes in your duties and responsibilities.

Closing Date

Monday / 13 August 2018
5:00pm

Contact Details

Personnel Department

Ballymagroarty Hazelbank Community  

Partnership

2 Dunluce Court

Ballymagroarty

Derry BT48 0PA

Tel: 028 71 271 977

2 Dunluce Court
Derry
Derry
BT48 0PA
United Kingdom

More Information

Qualification/Skills/Experience 

PERSONNEL SPECIFICATION

Administrator

 

Education, Qualifications and Training

 

Essential

  • 5 GCSE’s (Grades A-C) including Maths and English Language.

 

Desirable

  • IATI or equivalent Accounting Qualification.
  • CIPD Certificate in Personnel Practice.
  • NVQ Level 3 Business Administration
  • HND in Business

 

Experience

 

Essential

A minimum of 3 years demonstrable administrative experience in all of the following areas

  • Office administration.
  • PAYE and e-banking.
  • Computerised accounts.
  • Using MS Office Suite.
  • Managing and monitoring multiple budgets.
  • Carrying out monthly bank reconciliation accounts.

 

Desirable

  • Experience of processing claims in respect of funding programmes.
  • Experience of managing the administration of several strands of work simultaneously.
  • Experience of liaising with a wide range of funders simultaneously.
  • Experience of taking minutes.

 

Work-based Competence

 

Essential

  • Knowledge of sound financial practices, procedures and systems.
  • Excellent organisation skills with the ability to manage and prioritise workload.
  • Excellent written and verbal communication skills.
  • Access to transport for work duties.

Behavioural Competence

 

Essential

 

  • Ability to work on own initiative and as part of a team.
  • Ability to work under pressure, meet deadlines and prioritise work within a busy office environment.
  • Ability to work with discretion and confidentiality
  • Willingness to work flexible hours.

Please note that if there is a high response for this vacancy the desirable criteria may also be used to shortlist.

Clearly show on the application form which of the desirable criteria, if any, you meet.

 

PLEASE NOTE THAT CVS WILL NOT BE ACCEPTED - APPLICATION FORMS ONLY