Swap and Reuse Hub (SHRUB) Co-op Job Description
Finance and Administration Facilitator
28 Hours per week
Fixed term contract until 31 March 2018
Salary £21,500 per annum pro-rata
Job Title / Finance and Administration FacilitatorReport to / SHRUB Board
Supported by / The SHRUB Co-operative members
1. Job Purpose
●To support delivery of the Swap and Reuse Hub project funded by Scottish Government’s Climate Challenge Fund and European Regional Development Fund, ensuring good administration of the project to achieve the agreed financial and carbon emissions reduction targets.
●To establish and coordinate the Finance and Administration Working Group (FAWG), develop financial reporting practices to support the SHRUB ensuring its financial sustainability and developing its role as a social enterprise.
●To establish and support an HR Working Group to ensure The SHRUB meets its requirements as an employer.
2. Main Responsibilities% of role / Responsibility / Detail
35% / Dealing with bills and accounts, emails and other administrative affairs including attending SHRUB Board and Open Meetings / ●Process emails sent to SHRUB’s email account, including redirecting to correct staff members and Working Groups
●Ensure bills and expenses are paid on time
●Ensure The SHRUB’s accounts are up-to-date
30% / Developing, training and supporting the FAWG in managing the administration and finances of the organisation, including company accounts, financial forecasting, managing project budgets and fundraising / ●Ensure the FAWG is run in accordance with SHRUB’s Working Group Policy
●Facilitate meetings with WG members on a monthly basis, record minutes, actively encouraging new and interested volunteers, and providing monthly updates on activities to the wider membership at Open Meetings
●Empower volunteers to plan and manage tasks that need to be completed, with the aim of decreasing reliance on paid staff members
15% / Managing CCF grant claims and reporting commitments / ●Complete and submit CCF grant claims
●Collate and submit quarterly data to Project Coordinators for CCF’s progress reports
●Work with the Project Coordinators to collate and produce the year-end report
5% / Manage The SHRUB’s Accounts / ●Monthly update of SHRUB’s accounts using VTaccounting software
●Prepare yearly accounts for accountant
●Present financial update at AGM
10 % / HR Administration - Managing SCVO payroll, paying salaries, pensions and HRMC / ●Registering new employees with SCVO payroll
●Ensuring staff members are paid on schedule
●Supporting BoD with any staff recruitment processes
5% / Fundraising & working alongside Board of Directors (BoD) on long-term financial & strategic oversight / ●Coordinate the writing of any CCF funding applications along with the rest of the staff team and volunteers
3. Planning and Organising
●Plan, prioritise and organise administrative systems for the Co-op
●Plan working group workloads and activities, prioritising to ensure efficient project delivery
●Support and coordinate staff / volunteers working on Finance, Administration and HR activities
4. Problem Solving
●Plan own work activities to ensure effective delivery, responding to new pressures and the Co-op’s or Coordinators’ requirements, adjusting priorities
●Provide standard guidance and support to colleagues and volunteers through informal (on the job) training / coaching in own area to ensure knowledge is shared
5. Decision Making
●Design and deliver finance, administration and HR processes to maximise service quality, efficiency and continuity
●Work with Coordinators to agree resources / budget needed for each project
6. Key Contacts / Relationships
●Edinburgh University Students’ Association sabbaticals and staffers
●Accounts, Financial Training and Social Enterprise support networks
●Students for Cooperation
●Civic society groups with similar objectives
●External organisations involved in promoting low carbon community activities
7. Knowledge, Skills and Experience Needed [E = Essential / D = Desirable]
E Experience of managing funding and claiming repayments from funders
E Educated to HNC / HND - or equivalent
E Familiar with standard accounting practices, bookkeeping and preparing company accounts
E Experience of supporting and training volunteers
E Strong communication and team-work skills for a fast-paced working environment
E A creative approach to engaging others and solving problems
E Full proficiency with Microsoft Office tools
E Familiar with HR administration
D Working knowledge of behaviour change and how to engender it in an organisation of similar size and complexity as the Universities in Edinburgh
D Familiarity with Carbon Accounting tools and processes
D Holistic understanding of waste and carbon challenges and Co-op’s role
8. Dimensions
The post holder will work as part of a team that implements the SHRUB Co-op’s Swap & Reuse Hub project. The post holder will be based at 13 Guthrie Street, in the heart of the Edinburgh, while reaching out to other agencies and academic and administrative colleagues and students across the University.
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