3. To input gift aid details and information into the database and ensure records are updated, seeking to maximise potential gift aid income.

Transcription

1 JOB DESCRIPTION Finance and Administration Officer REPORTS TO: Head of Finance and Operations PUROPSE OF ROLE: The Finance and Administration Officer is to play a vital role in the sustainability of Back Up. You will maximise Back Up s impact through excellent financial administration, enabling accurate and timely information so effective decisions can be made. The post holder will also ensure the smooth running of the office in order to promote safety, efficiency of working and a pleasant working environment. SPECIFIC AREAS OF RESPONSIBILITY Financial Administration 1. To work with the Finance Assistant in ensuring that invoices and other payments are properly processed and approved or donations received in accordance with agreed procedures. 2. To ensure that expenditure and income are correctly coded and accurately entered into the Sage accounting system and onto the database as appropriate, in consultation with budget holders. 3. To input gift aid details and information into the database and ensure records are updated, seeking to maximise potential gift aid income. Office Administration 4. To develop, implement and maintain office policies and procedures, including ensuring a safe and healthy workplace. 5. To liaise with all office contractors and service providers and ensure the efficient running of the office including IT systems and other equipment. 6. To ensure the smooth running of the office, including co-ordinating IT issues, office supplies and post. 7. To facilitate the smooth operational running of meetings, training sessions and provide excellent administrative care and support of fundraising events and stakeholders including the board, donors, staff, suppliers, etc. General Support of Finance and Operations 8. To assist in occasional duties which the Finance Assistant or Head of Finance and Operations may request from time to time 9. To cover for the Finance Assistant in their absence Page 1 of 5

2 PERSON SPECIFICATION Finance and Administration Officer Requirements Essential Desirable QUALIFICATIONS AND EXPERIENCE Educated to A level or equivalent qualification or experience GCSE Maths & English Grade A-C Bookkeeping experience Experience of Sage or similar accounting software MS Office, particularly Excel Office administration experience Qualified AAT or similar Experience of providing office IT support KEY SKILLS AND COMPETENCIES Excellent numerical reasoning Methodical and organised working practice Commitment to accuracy and attention to detail Excellent interpersonal skills and ability to relate to people at all levels internally and externally Ability to plan, balance and cope with competing priorities Good written and verbal communication skills Confidence in office IT use and ability to provide assistance to the team in association with IT providers Experience and/or knowledge of charity finance Experience of use of CRM databases and donor record keeping PERSONAL ATTRIBUTES A creative and proactive approach to all areas of work with a can do attitude, in line with the charity s values Strong team working orientation with a flexible and adaptable approach to work demands across the whole organisation OTHER Willing and able to work occasional evenings and weekends to support fundraising events An aptitude for problem solving. Applicants must provide a current CV and Personal Statement, in line with the Guidance on Supporting Statements below. Page 2 of 5

3 SUMMARY TERMS AND CONDITIONS FINANCE & ADMINISTRATION OFFICER Pay and Working Hours Full Time with flexible working possible depending on skills and experience 20,000-24,000 per annum based on 35 hours per week or pro-rata if fewer hours Holiday You are entitled to 22 days paid holiday per year plus bank and public holidays The offices are closed between the Christmas and the New Year period and any days which are not bank or public bank holidays will be given in addition to your holiday entitlement Hours of work Your normal hours of work will between 9am and 5pm, a total of 35 hours per week over 5 days Some flexibility of working hours may be required in accordance with the needs of the charity Some flexibility in working hours may be negotiated to enable a better work/life balance or meet particular needs as required Pension We have designated a stakeholder pension scheme that staff can join. Back Up will make a contribution of 2% plus a matching contribution of a maximum of 5% into this scheme or other agreed pension scheme Probation There will be a six month probation period Notice Period: One calendar month on either side, after a satisfactory six month probationary period. During probation, notice will be one week either side Disabled access The office is fully wheel chair accessible There is a disabled access toilet in the office Page 3 of 5

4 February 2013 Dear applicant, Thank you very much for your enquiry about the Finance and Administration Officer post at Back Up. This is a full-time role for 5 days a week, based mainly at our office in Wandsworth. At Back Up, we understand that a spinal cord injury can be devastating, but we believe that it shouldn't prevent anyone from getting the most out of life. Back Up is for everyone affected by spinal cord injury, regardless of age, level of injury or background, we also support family members. We offer a range of services all of which help to build confidence and independence. Find out more at We have a staff team of 23 based in Wandsworth, and a wide range of experienced volunteers around the UK who deliver our services, help raise funds, and act as advocates for our work. Back Up aims to be a fun and rewarding place to work with an open, inclusive and supportive culture. Back Up is growing; we have ambitious plans to expand our services and increase our impact for people coming to terms with spinal cord injury. You will play a key role in our evolving financial and office management requirements, to enable us to deliver these plans, working flexibly as part of a small team supporting staff and volunteers. Please apply by ing admin@backuptrust.org.uk by a.m. Monday 4 th 2013 with: March A CV including salary information of your most recent post, with explanations of any gaps in employment, and the names of two referees, one of whom should be your present or most recent employer. We will only contact them after interview. A (maximum) two side A4 supporting statement (saying why you want the job and explaining how you fit the person specification). This statement is crucial; CV s alone will not be accepted. See overleaf for guidance to help you make the most of your application. A completed equal opportunities form (this is optional) We will acknowledge receipt of your application, and then let you know if you are to be invited to interview. First interviews will be held in the week commencing 11 th March If you cannot make any dates that week please tell us when you apply. I have included a job description, person specification, and a summary of terms and conditions for the post. Kind regards, Michael Lewkowicz Head of Finance and Operations Page 4 of 5

5 Guidance for applicants on supporting statements We appreciate the significant time and effort that goes into an application; we hope this guidance helps you to make the most of it. 1. Say why you want the job Don t forget to start by explaining briefly why you are interested in this post. 2. Explain how you fit the person specification The person specification shows you the criteria we use to make decisions about who is shortlisted for interview, and ultimately who is offered the job. Please address all the criteria in the person specification, in the order they are listed in the person specification. Deal with the essential criteria first. The better you can evidence or illustrate that you meet the criteria, the more likely you are to be successful. For example, if you need to illustrate that you have good time management skills, a statement which says I have good time management skills will not score as highly as one which illustrates some of the strategies you have used to manage your time, explains how you make decisions on how you manage your time, and gives a specific example of when you have used those strategies to achieve success. Keep it clear and concise, just focus on the key points; but don t make assumptions on what we know about you or your skills. 3. Format and length We are not too fussy about the style, feel free to set it out as a simple document; it doesn t need to be in formal correspondence style. Please don t go over two sides of A4, and use a font size of at least 11pt. Make sure your name is on it. Do ask if you have any questions. We look forward to receiving your application. Page 5 of 5