Suzy Lamplugh Trust
JOB DESCRIPTION
JOB TITLE: Junior Finance & Admin Officer
LOCATION: The Foundry 17 Oval Way
London SE11 5RR
SALARY: £19,000-£21,000 depending on experience
FULL/PART TIME: Full time (35 hours 5 days per week)
REPORTS TO: Finance Manager
PURPOSE OF JOB:
The Junior Finance & Admin Officer assists in the day-to-day running of the Trust’s finances and central office administration.
· To administer and monitor the financial system in order to ensure that all financial data is maintained in an accurate and timely manner
· To ensure the smooth and efficient running of the Trust’s office, facilities and administrative processes
· To ensure that the Trust provides its staff and volunteers with a safe working environment
DUTIES:
Finance
1. Preparing sales invoices, maintaining and reconciling the sales ledger on Sage Line 50
2. Ensuring all purchase invoices are properly authorised and correctly coded before inputting to the purchase ledger
3. Raising supplier/bank payments, BACS or cheques on Sage ensuring the Trust’s terms and conditions are met
4. Producing and reconciling monthly aged creditor’s report
5. Inputting company credit card transactions to Sage, verifying monthly charges and reconciling with the bank statement.
6. Performing all bank and petty cash postings and assisting with monthly reconciliations
7. Monthly stock reconciliation
8. Maintaining accounting records, filling systems and computer files (including daily back up for Sage)
9. Responding to internal and external financial queries
Administration
10. Taking day-to-day responsibility for the Trust’s office, practices and procedures
11. Ensuring that all callers receive a prompt, polite response and co-ordinating cover of the Trust’s phones
12. Managing the office hot-desking system
13. Providing administrative support for staff and volunteer recruitment
14. Co-ordinating internal and external meetings, booking venues, preparing agendas and accurate minutes and liaising with attendees
15. Implementing the office Health & Safety procedures and ensure legal requirements are met
16. Liaising with the landlord to ensure the office is maintained at a suitable standard and representing the Trust at tenants’ meetings
17. Liaising with external suppliers regarding phone, stationery, water, etc and co-ordinating any office maintenance work
18. Ensuring that all the Trust’s equipment requirements are assessed and met in a timely and economical fashion
19. Work at all times within the Trust’s policies and procedures and attend appropriate training courses where identified.
20. Any other duties as may be required to advance the work of the Trust.
Suzy Lamplugh Trust
Person specification
Skills, knowledge and experience
· An interest in developing experience in accounting and book-keeping.
· Ability to use excel and word-processing programs at a proficient level.
· Knowledge of financial system “Sage line 50” would be useful.
· Analytical and problem solving skills
· Ability to organise maintenance of records and documents
· Time management skills with ability to complete tasks by deadline
· Ability to work independently and as part of a team
· Commitment to learning the preparation and presentation of financial reports & analysis.
· Good written and verbal communication skills
· Accuracy and attention to detail
IT Skills
· Sage Line 50 (or other financial programme), Microsoft Office, Word, Excel
Personal characteristics
· Self-motivated
· Committed to the work of the Trust
· Honest and respectful
· Logical
· Team player