JOB DESCRIPTION

Job Title: Finance and Administration Officer

Salary: £21,000 pa.

Hours:Full time (35hrs p/wk Tuesday-Friday 9.45am – 6.30pm)

Location:SPACE Counselling Offices (Currently 26, Windsor Rd. Slough)

Report to: Chief Executive Officer

Accountable to: As above

Job Type: Although this is a permanent post, all employment contracts at

SPACE are subject to the charity being able to attract ongoing funding

This post involves a degree of accountability and responsibility including the use of initiative.

Job Purpose

To ensure the efficient administration of SPACE Counselling Service and to manage the day-to-day functioning of the SPACE office, especially finance, enquiries, mailings, record-keeping, IT and formal procedures.

Key Tasks:

Financial

  • General banking duties (deposits, monitoring the bank account, making payments, monthly bank reconciliation) in line with the organisations financial procedures.
  • Reliably manage and operate to a high standard the annual, monthly, quarterly and day to day financial systems of the organisation including appropriate record-keeping, respecting confidentiality where required
  • To manage and operate the petty cash and fees systems.
  • Assist with the preparation of budgets and cash flow projections and preparing quarterly financial reports for The Management Committee
  • Liaise with staff regarding project monitoring and ensure periodic claims to funders are submitted in good time
  • Work with the Treasurer/CEO in preparing annual accounts for the auditors
  • Run payroll/monthly salaries, paye and deal with expenses
  • Operate the account for, reconcile and report on income and expenditure
  • Liaise with accountants, auditors and the bank
  • Complete statutory reports and returns, including on tax, gift aid and to the Charity Commission and to Companies House.

Administrative

  • To propose and implement new systems to assist in the more efficient running of the service.
  • To respond and manage appointments and telephone enquiries.
  • To prioritise incoming correspondence/referrals to the service and bring to the attention of the coordinator of service.
  • To log and process new referrals to the service.
  • To draft suitable responses to appropriate letters, requests, enquires etc. for the coordinator’s approval, and collect the relevant enclosures etc.
  • To log all incoming written/electronically received referrals to the service
  • To update the Website and database regularly (monthly).
  • To keep insurance for the organisation up to date (professional indemnity, contents, trustee indemnity, etc.)
  • To prepare stationery and equipment requisitions, order stock, monitor the delivery of goods and liaising with suppliers (including stationery, etc.).
  • To assist in producing the annual report, publicity materials and other documents as required.
  • To insure than any events/ associated publicity meet relevant local newsletters deadlines for inclusion etc
  • To complete and file returns under the Companies and Charities Acts.
  • To liaise with the team and other agencies as appropriate.
  • To communicate with clients, counsellors and/or other health and social care professionals regarding counselling referrals and other service information.
  • To communicate with colleagues, clients and visitors in a polite and courteous manner at all times

HOUSEKEEPING

  • To purchase beverages and cleaning products as and when required.

FURTHER INFORMATION AND GENEREAL RESPONSIBILITIES

  • To comply with SPACE’s Confidentiality policy at all times.
  • To comply at all times with the Health and Safety Regulations
  • To comply with SPACE’s Equal Opportunity policy
  • To comply with the requirements of SPACE’s Record Keeping policy
  • To attend any mandatory training and induction courses as designated by management including supervision and appraisals.

This job description gives a general outline of the post and is not intended to be inflexible or a final list of duties. It is a reflection of the current position and may change emphasis in the light of subsequent developments in consultation with the post holder. The post holder is a member of a team and as such may be expected to help out with other work during holidays and sickness.

CRB CHECK

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Criminal Records Bureau to check for any previous criminal convictions.

REFERENCES

Kindly note that any job offer will be subject to the receipt of satisfactory job references

WORK PERMIT

This job is unlikely to attract a work permit. Applications from candidates who require a permit to work in the UK may not be considered if there are a sufficient number of other suitable candidates.

PERSON SPECIFICATION

JOB TITLE: Finance and Administration Officer

Learning ability and qualifications

  • Ability to learn new skills and knowledge and find solutions to difficult problems
  • Finance, accounting or related relevant experience is essential.
  • Computer literate and competent user of the Microsoft Office package, email and internet, especially Microsoft Excel

Knowledge and experience

  • Proven track record in successful office administration
  • Electronic book-keeping in a multi-project environment
  • Preparation of management accounts, budgeting and reporting against budget
  • Understanding of non-profit organisation financial considerations, including restricted funding, project phasing and full cost recovery
  • Excellent organisational skills
  • Good time management
  • Able to work unsupervised
  • Ability to handle confidential material

Team working and financial coordination in a small organisation

  • Ability to work effectively in a diverse team including capacity to manage your own time and a varied workload
  • Capacity to coordinate and manage finance-related timelines
  • Capacity to constructively and flexibly engage with staff members within a small developing mental health support agency

Communication

  • Ability to communicate effectively internally and external with a range of contacts, orally,
  • Demonstrated ability to analyse and report on complicated financial information clearly, orally and in written documents
  • Fluency in both oral and written English

Personal Qualities

  • Pleasant and approachable manner
  • Reliable and flexible approach to work
  • Able to take appropriate initiative
  • Tactful and diplomatic
  • Ability to manage phone calls from emotionally distressed service users