Evelyn 190 Centre

EVELYN 190 CENTRE

Job Description

Job title / Finance Administration Worker
Reporting to / Co-ordinator
Hours / 28 hours per week
Salary / £22,932
Date prepared / February 2018

Job purpose

• To provide administrative and financial support to the Co-ordinator
• To be responsible to the Co-ordinator for the effective and efficient management of the financial and administrative systems within the Centre ensuring best value at all times
• To be responsible to the Co-ordinator for the development and maintenance of all financial and administrative systems within the Centre
• To work in compliance with the Centre’s policies and procedures ensuring compliance to financial regulations
• To be responsible for Facilities and Office management and ICT administration
• To be responsible for preparation and implementation of staff salaries

Organisational relationships

• Responsible to the Co-ordinator and the Management Committee

Scope of job:

•Book-keeping, financial transaction processing

•Bank accounts and reconciliation.

•Trial balance production and reporting

•Preparing budgets, management accounts and assisting auditor with annual statutory accounts

•Facilities management

•Assisting with HR administration and record keeping

•ICT Administrator

•Sustainabilityto be applied to all aspects of the role

DUTIES & KEY RESPONSIBILITIES

Finance Management

1. To manage the Centre’s finances, prepare financial reports/quarterly accounts and cash flow forecast for the Co-ordinator and Management Committee, and ensure that expenditure does not exceed income during any period.

1. Responsible for the collection and banking of all income for both official and unofficial funds.

1. To reconcile the bank accounts on a monthly basis.

1. To process and make payment of invoices for suppliers and services.

5.To operate the petty cash and reconcile on a monthly basis.

6.Prepare and present budgets for approval by the Co-ordinator, Treasurer and Management Committee.

7.To produce financial reports and budgets for funders in line with their reporting and application requirements.

8.Processing the monthly payroll including PAYE/NI calculation, submission of P45/P46 information to HMRC; producing an analysis of the P35 submissions to HMRC; reconciling the year end payroll and processing year end payroll submissions to HMRC.

9.To prepare annual accounts for independent examination and assist in external audit queries and resolutions.

10.Ensure the confidentiality and security of all financial and employee files

Office administration & facilities management

1.Responsible for the ordering of supplies and stationery

2.Organise, maintain and review contracts for supplies and services, ensuring regular inspection and maintenance visits are made

3.Create and maintain a fixed asset register

4.Ensure the smooth running of the administration database, with particular regards to AIMS and assist users when required

5.Carry out annual workstation assessments and collate and implement recommendations

6.Regularly inspect the building and note need for repairs, arranging for the work to be carried out within budget constraints, and obtaining competitive estimates

7.Maintain hall bookings, caretaking, cleaning and payments

8.Ensure the Centre’s documentation in relation to premises, insurances, management committee member’s details, and charity status are up to date and issue instructions to ensure the same

9.Ensure Data protection registration

10.To undertake office telephone reception, including booking appointments and taking messages for other staff

11.To undertake general office duties, for example:

* dealing with post, faxes and internal and external e-mail enquiries;

* drafting and sending standard letters on behalf of the Co-ordinator;

* photocopying and collating papers and mailings;

* arranging for documents to be printed/bulk printing arrangements;

* monitoring stocks of basic items, for e.g. stationery, paper, toner etc.

* ordering stationery, periodicals, books, equipment and other items

12.Undertake such other reasonable tasks as requested by the co-ordinator.