Job Description and Person Specification for Administration& Finance Officer

Job Description and Person Specification for Administration& Finance Officer

Job Title: Administration& Finance Officer

Salary: £24,133 per annum

Reporting To: The Community Play & Development Manager

Location: FairfieldPlay Centre, Mary Terrace, London NW1 7LR

Annual Leave: 28 days per annum (including public holidays) pro rata.

Hours: 35 hours per week

Job Purpose and Context:

You primary responsibilities will be the efficient administration of central office functions and the implementation of financial policies and procedures.

The post holder will work as directed by the Community Play & Development Manager, undertaking specific responsibilities as negotiated and agreed in order to support the day-to-day operations of PACE services and head office.

The Main Purpose of the Job:

To assist the organisation to achieve efficient head office infrastructure and support for PACE services.
To assist with Human Resources administration for the organisation.
To help maintain compliance to PACE Financial Policies &Procedures.

Main Responsibilities:

Head Office Administration:

To monitor the functionality of IT systems and telephone lines within the organisation, liaising with providers to ensure a reliable service and troubleshoot problems.
To maintain adequate supplies of central office stationary.
To handle general enquiries and refer them to the relevant service manager.
To assist the Community Play & Development Manager in the preparation of papers for management team meetings and recording minutes.
To ensure relevant diary dates and deadlines for service managers agreed with the Community Play & Development Manager are distributed via the Outlook calendar.
To maintain a central marketing database and distribute relevant correspondence to service users and relevant stakeholders.
To manage facilities hire bookings for Play Centres, including confirmation of bookings, terms and conditions of hire and payments.

Human Resources Administration:

To be ensure staff personnel files are complete and kept up to date, including accumulation of relevant training records and certificates, ensuring DBS checks are renewed, recording changes in personal and payroll details for staff members.
To be responsible for establishing availability of sessional staff and making suitable cover arrangements for absence of contracted staff due to sickness, annual leave or training attendance.
To be responsible for booking additional sessional staff to meet statutory requirements in the event of increased user attendance, or for additional projects.
To lead on the administrative requirements of staff recruitment, including distribution of advertising materials, arranging interviews, completing necessary safeguarding, reference and right to work checks and preparing and distributing correspondence to applicants.

Finance Administration:

To be responsible for collating staff payroll information, preparing monthly payroll input documents for approval by the Community Play & Development Manager, forwarding payroll and personnel tax documentation to the payroll company.
To maintain a schedule and records of invoicing and payments for statutory contracts and additional funding streams.
To raise invoices and to ensure associated payments from debtors.
To ensure that invoices from suppliers are authorised by relevant service managers, paid promptly and records of payments maintained appropriately.
To inform service managers of relevant meeting dates for financial processes and ensure that these meetings are updated and distributed using the Outlook calendar.
To reconcile petty cash floats and pre-paid credit card statements for services on a monthly basis, including ensuring that service managers have authorised expenditure, that all relevant receipts have been submitted and recorded, maintaining suitable records of expenditure for accounting purposes.
To ensure income records are submitted and authorised on a fortnightly basis (including parental income and facilities hire income) against actual cash and cheques submissions by service managers.
To prepare and distribute to service managers a weekly record of parental and facilities hire income received via online banking. Ensuring that parental and facilities hire income received via online banking has been referenced correctly by payees, including sending correspondence or returning payments to non-compliant payees.
To maintain a record of returned cheques and inform service managers. To ensure that repayment and returned cheque penalties are collected form debtors.
To update and maintain the Quickbooks accounting record on a weekly basis. To provide relevant accountancy reports to the Community Play & Development Manager on a monthly basis (or as and when required)
To maintain appropriate paper filing and record-keeping of accounts for the organisation.

Person Specification

Essential requirements:

Experience and Qualifications

GCSE English and Maths (A-C) or equivalent
Financial management, human resource management and office management experience
Comprehensive knowledge of Microsoft Office software including Excel, Outlook and Word
Experience of processing payroll, invoices, expenses and payments to suppliers
Experience in developing and/or using financial databases and processes, including book keeping and record keeping
Experience of using Quickbooks accounting software or equivalent

Skills and Abilities

Excellent administrative and time-management skills including a structured and methodical approach to organisation
Excellent written and verbal communication skills and the ability to respond tactfully and appropriately to enquiries from a range of stakeholders
The ability to work flexibly and to tight deadlines
The ability to work supportively within a small team
Excellent computer literacy skills

Personal Qualities

A strong focus on quality and attention to detail
Self-organising and self-reliant
A flexible ‘can-do’ approach to working life
A strong sense of diplomacy, sociability and interpersonal communication
Willingness and ability to work occasionally at non-standard hours

Desirable requirements:

Relevant qualification in business management, administration or finance
Accredited training in QuickBooks financial accounting software
Experience of using Windows 8 operating system

Experience of working with an external auditor and accountancy firm
Knowledge and understanding of the voluntary sector
Knowledge of safer recruitment procedures

How to Apply

Please send a copy of the completed application form to or post to:

Henry Purkis – Community Play & Development Manager, Fairfield Play Centre, Mary Terrace, London NW1 7LR.