Admin Service Support Assistant Job Profile

Transcription

1 Admin Service Support Assistant Job Profile Salary band AS1H Reference REQ II Area / Department Admin Territory / Division Work location Birmingham Reports to Staffordshire, Warwickshire and West Midlands / Northern Service Support Manager Role duration Permanent Last updated February 2015 Scale and scope of role Direct reports Nil Indirect reports Nil Budgetary responsibility / accountability Reach and impact 10,000 Accountability for other resources Cash up to 10k Morrisons vouchers up to 6k PRIMARK vouchers and West Midlands Travel bus tickets Provision of dedicated financial support service to Refugee Services destitution clinics and also, as part of the area admin team, to other services within the Camp Hill, Birmingham office and Emergency Response Ambulance Support. Context The British Red Cross helps people in crisis, whoever and wherever they are. We are part of a global voluntary network, responding to conflicts, natural disasters and individual emergencies. We enable vulnerable people in the UK and abroad to prepare for and withstand emergencies in their own communities. And when the crisis is over, we help them to recover and move on with their lives. The area admin team is responsible, under the overall management of the Area Admin Support Manager for provision of a high quality cashier service to Refugee Support clinics to support destitute service users. The role will also provide cash handling, petty cash, banking and invoicing service support to other area services. Admin Service Support Assistant 1

2 Overall purpose of the role To provide a high quality, dedicated cashier and financial support service to Refugee Support destitution clinics on two days per week and a third day every second week To provide a high quality cash handling, banking and petty cash service to all departments within the Camp Hill and Emergency Response offices To provide an invoicing facility to Ambulance Support Service. To provide support to Supporting People grant award scheme Main responsibilities and duties Generic to job type: 1. Admin / Finance > Petty cash issue to staff and volunteers for ad hoc purchases outside of expenses process and for grant payments to beneficiaries > Banking cash up to the value of circa 6k > Undertake Agresso (computerised accounting system) transactions for banking & petty cash (value not really relevant) > Counting donated funds up to 10k > Manage cash and cheques received into office, responsible for recording it onto manual cash book > Responsible for the effective management and control of received monies > Manage issue of grants received for service beneficiaries Action cheque requests as necessary > Work within area cash handling procedures at all times and advise of revisions required > Maintain good filing systems and keep up to date for audit purposes > Provide information and reports to Service Support Manager on request for audit purposes > Any other reasonable duties or tasks as delegated by the line manager. > Uphold the Fundamental Principles of the Red Cross and Red Crescent Movement and work within the Society s equal opportunities policy Specific to job specialism, function or department: 2. Cashier service to Refugee Support Department Admin Service Support Assistant 2

3 > Responsibility for handling all cash value items throughout destitution clinics on specified days Issue of vouchers/bus tickets/clothing vouchers (too varied to state a value) as appropriate direct to service users Issue of vouchers to staff who run external clinics up to a maximum of 800 > Complete paperwork to support clinics Including observations to service manager on file reviews and queries > Reconciliation of all cash value assets after each clinic > Order and collect vouchers from Morrisons up to the value of approx. 4.5k > Cash issue (Hope Destitution Fund) every second week direct to service users up to the value of 500 > Agresso transactions for order of cash for Hope Destitution Fund > Attend bank to collect cash > Complete paperwork to support and reconcile Hope Destitution Fund clinic > Petty cash issue for volunteers expenses > Provide information to Service Support Manager on request for audit purposes > Produce and manage excel spreadsheet report to the Area Admin Service Manager, Service Manager, Business Analyst and Service Manager, Refugee Support on a monthly basis of voucher expenditure > Produce and maintain excel spreadsheet on Hope Destitution Fund and supply Business Analyst & Service Manager, Refugee Support with a monthly report of Hope Destitution Fund payments 3. Emergency Response Department Ambulance support > Invoicing on Agresso for Ambulance Support provisional to external partners up to 100k per annum 4. Support to Supporting People grant awards > Receive and record in manual cash book all cheques received from grant providers either made payable to the British Red Cross or direct to beneficiaries. > Bank cheques made payable to British Red Cross and action banking transaction on Agresso > Issue equivalent cash amount to supporting people staff for delivery to beneficiaries > Order cheques from Shared Service Centre for beneficiaries requiring cheque payment Admin Service Support Assistant 3

4 > Issue cheques made payable to beneficiaries to Supporting People staff for delivery to beneficiaries > Liaise directly with Service Manager Supporting People as to the timely distribution of monies from grants awarded Admin Service Support Assistant 4

5 Person Specification Education & training Generic to job type Requirements > Educated to at least GCSE level (or equivalent) or by experience* > Good standard of English language Reading, written and oral* > Accounting / Book-keeping qualification beneficial Experience Generic to job type > Experience of working in a busy/demanding office environment essential* > Experience of working with existing filing systems > Experience of setting up filing systems for new processes > Experience of working as part of a team essential* Skills & knowledge Generic to job type > Experience of cash handling essential* > Experience of keeping financial records essential* > Knowledge of computerised accounting systems an advantage > Good IT skills essential* > Ability to communicate with non-english speakers an advantage > Ability to work under pressure and respond to changing environment* > Ability to work independently and unsupervised* > Ability to analyse information and make decisions / raise queries as appropriate* > Ability to communicate at all levels Competencies Generic to job type > Team player Admin Service Support Assistant 5

6 Additional requirements Generic to job type > Uphold the Fundamental Principles and act with integrity, in accordance with the Society s obligations and values (inclusive, compassionate, courageous, and dynamic). > Ensure anti-discriminatory practice and promote diversity > Driving licence and access to vehicle essential* > Ability to work unsociable hours on request to support the Emergency Response admin team and in particular during emergencies > Willingness to assist with other areas of the admin function as necessary and possibly work at other locations within Staffordshire, Warwickshire or West Midlands as required. > Essential to work Tue 9-5, Thu 9-5 & Fri 9-5 (21 hours per week)* > Ability to work flexibly with occasional requirement to stay beyond 5pm to ensure security of cash assets following destitution clinics N.B. All disabled candidates who meet the minimum criteria, denoted by *, will be shortlisted for interview in line with our commitment under the two-tick symbol scheme. Admin Service Support Assistant 6