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Office Administrator
Children's Heart Surgery Fund
Job Summary
We are seeking a highly organised and detail-orientated Office Administrator to provide support across our finance, fundraising and governance functions.
The ideal candidate will work closely with the Finance, Resource and Governance Manager to ensure the accurate day-to-day financial processing, efficient office operations and effective coordination of grant and fundraising activities. The ability to work collaboratively across departments is essential.
Roles and Responsibilities
Financial
1. Record all fundraising income on the database (Beacon) from multiple income streams.
2. Carry out daily reconciliation of the database against bank transactions.
3. Using the credit card statement, send expenditure reports to the card holders and ensure all receipts are received and filed.
4. Raise sales invoices and maintain the invoice tracking sheet.
5. Undertake credit control to ensure timely payment of invoices, issuing monthly statements for outstanding balances.
6. Assist with income related queries during the annual audit.
7. Process and bank any cash and cheques received on a bi-weekly basis (minimum).
8. Control the petty cash tin, ensuring the minimum balance is upheld, receipts are recorded and reconciled monthly.
Administrative
9. Manage the shared Finance email inbox, ensuring that all emails are actioned, organised and delegated where necessary.
10. Scan financial documents for distribution and record-keeping.
11. Manage the car parking rota weekly and issue passes
12. Fulfil online shop orders and manage merchandise stock
13. Assist with quarterly stock takes in collaboration with the fundraising team.
14. Investigate and resolve issues with returned post
15. Log Volunteer Applications and send induction packs
16. Support general office administration, including ordering stationery, maintaining franking machine and photocopier, ordering cleaning and other supplies.
Grants
17. Prepare and forward grant applications for approval based on thresholds
18. Issue approval or rejection letters to grant applicants promptly and professionally.
19. Maintain the grant tracker to monitor progress of applications.
20. Order items required for approved grant applications
21. Liaise with external stakeholders to manage and progress approved grants.
Health & Safety, Training
22. Assist the Finance, Resource and Governance Managers with ordering health & safety items for the office
23. Conduct annual driving licence checks for all staff and maintain accurate records.
24. Distribute annual health & safety training via email, ensuring timely completion and updating the training tracker.
Other
25. Work flexibly to meet the needs of the service and carry out any other reasonable duties as required.
26. Prepare for and participate in monthly supervision sessions with your line manager.
27. Adhere to the charity’s policies and procedures.
28. Provide additional support as identified by your line manager, commensurate with the purpose of the role.
How to Apply
We are an equal opportunities employer and welcome applications from all parts of the community.
Children's Heart Surgery Fund