Job Description
Finance Administrator - Fixed Term/Maternity Cover\n
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* LOCATION: Kilbryde Hospice
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* SALARY: £14,040 (WTE £26,325)
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* HOURS: 20 hrs/week
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* DEPARTMENT: Finance
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* REPORTS TO: Corporate Services Manager
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\nJob Purpose\n
The post holder will support our Finance Officer and volunteers to provide administrative support in the Finance department. You will be highly organised with a sound understanding of Microsoft Office applications and some knowledge or willing to learn Xero accounting software. The post holder is responsible for providing efficient administrative support for 20 hours per week, with some flexibility to cover annual leave of the Finance Officer. This post is fixed term, for Maternity cover.
\nEnvironment\n
Kilbryde Hospice provides specialist palliative care services to the people of South Lanarkshire. It is a specialist resource for those individuals receiving palliative care who have particularly complex needs. The Hospice strives to meet the physical, emotional, social and spiritual needs of patients and carers, offering support in coping with the practical implications of life-limiting illnesses. Staff are required to provide the highest standard of patient-centred care possible, while promoting choice, dignity, self esteem and an enhanced quality of life. The Hospice is a Company Limited by guarantee, and a registered charity, and is required by separate and differing legislation to meet finance, governance and regulatory requirements.
\nKey Accountabilities\n
Provide administrative support to the Finance Officer (FO).
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• Preparing payments to staff and suppliers to ensure an auditable trail is visible for all transactions
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• Supporting the FO completion of staff payroll preparation and sign-off in a timely manner
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• Entering finance data in the finance system, ensuring accurate coding, and assisting the FO in the completion and updating of company accounts
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• Providing support to the FO and Finance Committee in the preparation of financial and expenditure reports.
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• Involvement in meetings to support the Finance function providing help and guidance to colleagues round financial reports and practices
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• Support to accountants around annual accounts and audit
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• Develop and utilise existing systems to ensure that all information is adequately recorded and reported.
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• Deal with telephone enquiries ensuring all are dealt with appropriately and efficiently, always respecting confidentiality.
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• Maintain an efficient and effective filing system complying with data protection legislations and good practice.
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• Maintain and update computerised, and manual systems.
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• Cash handling, banking and stock control.
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• Provide administrative support to the Senior Management Team as required.
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• Oversee the support and development of administration volunteers within the Finance team, ensuring that identified work is prepared prior to their volunteer shift.
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• Undertake training as required.
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• Attend team meetings and Kilbryde Hospice meetings or events as required.
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• Any other duties the department lead or Corporate Services Manager may assign you.
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• Maintain finance procedures and assist staff to follow set rules and regulations
\nKnowledge, Technical Skills, Qualifications and Experience\n
Essential:
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• Current working knowledge of Microsoft Office packages.
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• Standard keyboard skills are required for word processing, data input and email.
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• Excellent attention to detail.
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• The ability to forward plan and prioritise are essential. This role brings frequent interruptions from both telephone and face-to-face, the post holder must be able to prioritise these along with their own workload.
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• Work to high degree of accuracy, verify and input data or follow up queries with the appropriate
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person.
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• Time management and organisational skills to deal with the diverse range of task and individuals.
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Desirable:
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• Experience working within a care environment.
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• Working knowledge of Xero
\nGeneral Responsibilities of All Employers\n
• Have a good understanding and always comply with relevant Kilbryde Hospice Policies and Procedures.
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• Kilbryde Hospice is committed to encouraging volunteering throughout the organisation and as such the post holder will be expected to support and work effectively with volunteers.
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• All staff are required to comply with the obligation of confidentiality relating to personal information that could identify individuals. The Data Protection Act 1974/1998 and GDPR (2018) safeguards the handling of information held in both electronic and manual filing systems and it is the duty of all staff employed by Kilbryde Hospice to uphold the principles of the Act.
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• All employees of Kilbryde Hospice must be aware of infection prevention and control policies and are expected to follow them at all times. Any breach of infection control policies which places patients, visitors or colleagues at risk may result in disciplinary action.
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• The post holder is required to familiarise him/herself with and comply with the Kilbryde Hospice Health & Safety policies.
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• The post holder must at all times carry out duties and responsibilities with regard to the Kilbryde Hospice Code of Conduct.
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• Kilbryde Hospice operates a strict non-smoking policy in the hospice or Hairmyres hospital grounds.
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• The post-holder must at all times carry out his/her responsibilities in line with Kilbryde Hospice Dignity at Work and Equality, Inclusion & Diversity policies.
\nReview of Job Description\n
This job description is an outline of the key duties and responsibilities of the role and is not intended as an exhaustive list. The job description may change over time to reflect the changing needs of the service. The post holder may be required to undertake other duties that could reasonably be considered commensurate with the post. This job description is subject to periodic review and may be changed/updated following consultation.
\nHow To Apply\n
Applicants are invited to provide their CV and a covering letter detailing their suitability for the role, to recruitment@kilbrydehospice.org.uk
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Closing date: 29th August 2025
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