Swansea Carers Centre

Job Description

TitleFinance and Facilities Officer

LocationSwansea Carers Centre, 104 Mansel St., Swansea SA1 5UE

Hours21 hours per week.

Some out of hours work may be required for which time off in lieu will be given.

Salary£23,387 p/a pro rata to 21 hours

Annual Leave26 days pro rata and customary bank holidays

Travel Expenses45p per mile

Reporting ToExecutive Director & Treasurer

Closing Date for Applications

The post is subject to a probationary period of 6 months.

Accountability

The Finance and Facilities Officer will be employed by the Board of Trustees, Swansea Carers Centre. Line management of the post will be through the Executive Director

Purpose of the Post

  • To provide financial management support for all services and projects of Swansea Carers Centre.
  • To manage the physical resources and facilities related to the work of Swansea Carers Centre

MAIN AREAS OF RESPONSIBILITY

To work with the ExecutiveDirector, Accountant and Treasurer of Swansea Carers Centreto support financial management for all the services and projects of Swansea Carers Centre to include the recording of all financial transactions;

  • Keeping all financial records accurate and up to date. Submit monthly cashbooks, upload pension contributionsetc.
  • Providing financial reports in the form of budget sheets for the Management Committee
  • Providing accurate financial information to be used in reporting to funders as required
  • Assisting the Director and Fundraising Officer to compile budgets for new funding bids
  • Providing accurate figures for our Accountant on time, ensuring starters/leavers details are submitted in time for payroll, and are auto enrolled in our pension
  • Prepare and manage invoices / cash payments for services provided by Swansea Carers Centre
  • Manage donations to the organisation
  • Provide timely information to our Auditors to assist with the auditing of our accounts
  • Provide support and advice to other team members, including explaining project budgets and giving financial management advice
  • Undertaking checking/paying invoices, travel, petty cash, travel claims and writing cheques/ BACS.
  • Undertaking regular spot checks of expenditure to avoid misuse of funds, for example mileage claims
  • Managing the Charity’s bank and Paypal accounts, collecting petty cash for our two sites
  • Submit annual Gift Aid Claims, Annual Returns and keep Companies House, Charity Commission information up to date.
  • Getting quotes and ensuring best value is sought when contracts are up for renewal such as utilities, photocopiers, or insurance.
  • Improve financial management to reduce costs, improve efficiencies and ensure financial probity

To manage the organisation’s physical resources and facilities, including;

  • Being responsible for external contracts such as cleaning, refuse and maintenance
  • Liaising with the Landlord on tenancy issues, and thecounty council on such things as refuse collection
  • Monitoring the buildings and supporting SMT in undertaking Health and Safety activities
  • Monitoring near misses and accidents and reporting to HSE
  • Book staff accommodation, travel, refreshments and other supplies.
  • Be the main point of contact for procurement and ordering; purchasing and managing supplies and resources for the organisation including grant purchases for carers.

To support the work of the Trustees and the organisation in general

  • Be a member of the Senior Management Team (SMT)
  • Attend AGM, Board meetings, and Finance & General purpose meetings, taking the minutes.
  • Manage the work of volunteers who are assigned to support finance administration

General

  • To participate as a member of the whole staff team
  • To work at all times within the philosophy and policies of Swansea Carers’ Centre
  • To comply with the Health & Safety at Work Act 1974 and with Swansea Carers’ Centre policy, paying particular attention to the reporting of dangerous situations
  • To respect the personal choice and lifestyles of colleagues, carers and people with care needs, ensuring that Equal Opportunity and Diversity principles are applied at all times
  • To ensure confidentiality is maintained at all times
  • To comply with the Code of Conduct
  • To undertake any other duties that may be considered commensurate with the level of the post

Finance Officer

Person Specification

Essential Knowledge, Skills and Experience

  • Computer literate
  • Excellent financial literacy
  • Ability to understand common financial computer packages, in particular spreadsheets
  • Knowledge and experience of finance management
  • Understanding of the banking system
  • To be willing to take responsibility and to work on your own but pull together as a team member when necessary for the work of the Carers’ Centre
  • Ability to work to deadlines and under pressure while maintaining a sense of humour
  • Able to communicate clearly both verbally and in written form

Desirable

  • Welsh speaking
  • Knowledge of the local voluntary sector
  • Experience of working with volunteers
  • Understanding of carers’ issues.

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