Job Description Overview
We are seeking a part-time (28 – 35 hours per week to be worked flexibly as agreed with successful candidate) Finance & Administration Officer to join our friendly team and support the charity’s finance and administration functions. The ideal candidate will have at least 5 years’ experience in a similar role. This role requires excellent Excel skills and experience in producing high-quality financial information. They will have working knowledge and be super users of a range of Microsoft software, Xero accounting software (or similar equivalent) and familiarity with online banking systems.
The administration management aspects of this role will require the postholder to support the Chief Executive to deliver a variety of objectives including HR, Health & Safety and IT to ensure that there are efficient and effective systems, processes and policies in place to support our people and projects. The ideal candidate will be highly organised and methodical in their approach. They will have excellent time management and prioritisation skills, with the flexibility to respond to changing needs in a dynamic working environment. The role requires excellent communication skills, with the ideal candidate having the ability to both communicate confidently with a wide range of people and to build positive relationships with colleagues, partners and stakeholders.
Finance Responsibilities:
Updating and maintaining Xero accounting software to process, issue and track invoices, upload and process all bills for prompt payment.
Maintaining an audit trail of all receipts and payments on Xero.
Reconciling accounts receivable and pursue overdue payments.
Managing billing and supplier queries.
Monthly reconciliation of bank/credit accounts for CVS Inverclyde.
Managing the finance inbox ensuring that all queries are addressed in a timely manner.
Processing of all BACS payments.
Posting journal entries at year end in preparation for audit.
Processing final payroll output (outsourced) into finance system, ensuring that net wages, PAYE and pension contributions reconcile to payroll records.
Monthly collating and reporting of payroll (outsourced) including preparation of expense reports.
Maintaining accurate records of grant funding, implementing measures to track spend against budget, to prepare and submit financial claims and liaising with staff to ensure monitoring and reporting requirements are met.
Supporting the Chief Executive to ensure that all financial and compliance regulations are met.
Assisting the Chief Executive and/or senior managers to prepare, monitor and manage budgets and financial reports and evidence for funders.
Supporting the Chief Executive with the preparation of profit and loss statements, cashflow, budgets, forecasts, statutory accounts and annual external audit.
Supporting the Chief Executive by preparing financial reports for the Board of Trustees.
Supporting the Chief Executive to ensure that the financial control systems internally are maintained.
Administrative Responsibilities:
Being the first point of contact for all enquiries to our office via phone, email and in-person visits.
Supporting the Chief Executive by delivering a variety of objectives including HR and IT (outsourced functions) to ensure that there are efficient and effective systems, processes and policies in place to support our people and projects.
Day to day responsibility for the organisations Health & Safety obligations, supported by the Chief Executive
Support the administration of a range of email mailboxes into the organisation.
Administration of training enquiries, bookings, invoices and follow up.
Maintaining accurate records (asset register, tools, subscriptions, passwords) to support the smooth functioning of the organisation.
Acting as a data administrator, collecting, reviewing and analysing of data to support effective performance management and reporting.
Assisting with the annual renewal of external contracts (e.g., insurance) ensuring the organisation achieves best value.
Supporting the annual reporting requirements to OSCR and Companies House.
Generic staff responsibilities
To work as part of the CVSI team, involving additional duties as and when required to support colleagues.
To practice & promote an equitable, accessible and non-discriminatory approach to work at all times.
To ensure confidentiality at all times.
To represent CVS Inverclyde in relevant networks and partnerships and promote the organisation’s role, work and priorities.
The above is not an exhaustive list of duties and the successful candidate will be expected to perform different tasks as necessitated by any changes in the role other than those given in the job description. The particular duties and responsibilities attached to this role may be varied without changing the general character of the duties or the level of responsibility entailed. Such variances are a common occurrence and would not themselves justify reconsideration of the renumeration.