Hours; 18 hours per week
Location: Ripon Walled Garden, Palace Road, Ripon, HG4 3HN
Reporting to: Personal Assistant to CEO
Main Purpose of Job:
To provide financial administrative support to the CEO and to support effective functioning of services at Ripon Community Link.
Job Summary:
a) Financial administration for Ripon Walled Garden.
b) Administrative tasks as part of the administration team ensuring smooth running of Ripon Walled Garden
c) Customer service, administration and reception of customers, service users, carers and other stakeholders at Ripon Community Link Premises.
Duties and Responsibilities
1. Manage the Purchase Order System, Order goods, monitor the receipt of goods and ensure payments are made within procedures for the authorising of purchases assisting in the purchase order system.
2. Act as bank signatory for second authorisation.
3. Issue, account, and distribute petty cash across the organisation.
4. Administrate appropriate systems for the safe keeping of money and its safe transfer to the bank. Bank money regularly keeping financial records and make electronic payments using credit card, as authorised.
5. Collect and enter data for financial spreadsheets and systems, including information to support payroll.
6. Use Quickbooks to issue invoices.
7. Credit card reconciliations and tracking.
8. Monitor grant expenditure using the Purchase Order system.
9. Monitor regular payments and contractual obligations, and utilities, ensuring payments are made, support the CEO in setting up and monitoring contracts including seeking renewal quotations.
10. Support the annual stock-taking as required.
11. Receive and process incoming donations, writing receipts/thankyou letters and recording and reporting of incoming funds on Database.
12. To support retail procurement and ordering. Receive and process incoming telephone retail orders.
13. Provide administrative support organising, prioritising and re-prioritising tasks as required ensuring efficient and smooth functioning of the general office, making decisions relating to effective office functioning.
14. Receive, distribute and send post. Manage outgoing post.
15. Develop and maintain paper and electronic systems to support the processing of information including appropriate systems for general filing.
16. To lead annual archiving.
17. Utilise a variety of software packages to develop and maintain office systems and databases to support charity functions.
18. Maintain Asset register.
19. Provide administrative basic HR functions, including DBS checks.
20. Monitor printing and photocopying usage against invoice. Monitor stock levels of stationery, toiletries and other regularly used 'housekeeping' products and make orders.
21. To carry out specific administrative pieces of work as directed by the CEO or Leadership Team.
Job Type: Part-time
Pay: £11,429.00-£11,652.00 per year
Expected hours: 18 per week
Work Location: In person