Job description for Finance Administrator
Job Title: Finance Administrator
Reporting to: Executive Director
Hours: 5 hours per week. The structure of this is flexible and we are open to discussion on the working pattern.
Benefits Employers’ pension contribution 3% of salary, prorata holiday entitlement of 30 days including bank holidays
Location: The role will initially be working from home with a requirement to attend meetings from time to time. Sometime in the future there may be a requirement for the role to be delivered from an office/shared workspace in the Borough of Richmond or Kingston and therefore the role is ideally suited to someone working within travelling distance.
The role
The Finance Administrator role is to provide effective management of our finance function in order to ensure the charity is well managed in this area and to ensure the integrity of our financial data. The Finance Administrator will report to our Executive Director, work closely with our Treasurer and will also work collaboratively with other members of staff
The duties
- Finance operations and infrastructure
- Responsible for management reporting by ensuring all transactions are recorded timely and accurately on our accounting platform ‘Xero’.
- Ensure transactions are correctly accounted for in Xero by looking at the substance of transactions, completeness of income and expenses and also ensuring the results are prepared on a comparable basis with the previous year and the budget.
- Co-ordinate with operational colleagues in respect of the integrated booking system and CRM platform to ensure billing is anticipated and correctly recorded, such that accurate records can be kept, uploaded into Xero and subsequently reconciled.
- Lead the management reporting by processing income and expenses on Xero and dealing with all transactions that need to be accounted. This will be done by reference to payments received from Stripe and also payments and receipts from the bank account.
- Review transactions on SumUp, JustGiving and Stripe and ensure related payments are received.
- Carrying out monthly bank reconciliations, processing of accruals, processing of journals for the release of funding and following up outstanding debtors and creditors.
- Prepare the monthly management reports which should comprise the P&L and Balance Sheet from Xero and also the calculation of the free reserve cover. Identify any significant variances.
- Lead the budgeting process annually and also re-forecasting as needed throughout the year, which will serve as the basis for the management reporting. The Chair, Treasurer and Executive Director will also be involved on discussing key assumptions and providing input.
- Update the five year business plan to reflect long term planning. The Chair, Treasurer and Executive Director will also be involved on discussing key assumptions and providing input.
- Assist with the preparation of project specific budgets for new service offering as and when needed to help decision making on minimum number of attendees, pricing and funding needed.
- Maintain regular back-ups of Xero
Other tasks
- Liaise with HMRC in making required filings for the tax return, gift aid claims and any other declarations
- Annually assist with the preparation of the annual financial statements and once approved filing of annual report with the Charity Commission
- Lead insurance renewal by getting updated quotes and agreeing required insurance cover with Treasurer
- Support Treasurer in performing his role and carry out any other ad hoc tasks required from time to time
Experience and skills required
- Experience as a bookkeeper / accountant for at least 3 years
- Knowledge of cloud-based accounting systems and automated banking and business processing
- Numeric with attention to detail
- Strong Microsoft office skills, specifically excel
- Business analysis, analytical thinker and problem solving skills
- Team players with good interpersonal skills
- Understanding of the charity sector beneficial
Application process
If you would like to apply for this position, please send a current CV (no more than two sides of A 4) along with a covering email outlining your relevant skills and motivation for applying. Please send to [email protected] by no later than Friday 22 November 2024. Applicants must be resident in the UK and have a legal right to work in the UK.