Job Title:
Finance Administrator
Reporting to:
Executive Director
Terms:
8 hours per week. The structure of this is flexible and we are open to discussion on the working pattern.
Location:
The role could be performed by working from home with a requirement to attend meetings from time to time. Currently the team work in a shared office space one day a week (Monday) in the Borough of Richmond or Kingston and therefore the role is ideally suited to someone working within travelling distance.
Salary:
£5,765 (prorate for 8 hours per week equates to FTE £28,825 per annum)
Benefits:
- Employer pension contribution: 3% of salary
- Holiday entitlement: 30 days per year, including bank holidays (pro rata)
Application Deadline:
19 September 2025. Earlier application is encouraged.
Role Overview
ADHD Embrace is a charity with community at the heart of it. Our work is to support parents and professionals living and working with young people with ADHD and also supporting the young people with ADHD themselves. We aim to ensure that young people with ADHD are understood, supported and thrive by offering a range of services to our ADHD Embrace community.
The Finance Administrator role is to provide effective management of finance and administrative functions in support of the Executive Director 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 the Executive Director, work closely with our Treasurer and will also work collaboratively with other members of staff and Trustees.
The Duties
1. 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.
- Issue invoices as required and ensure payment received within payment terms.
- Prepare weekly pay runs for approval by Treasurer.
- Coordinate any supplier onboarding.
- 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 received from various payment platforms such as Stripe, SumUp, JustGiving, Benevity, CAF, etc and download reports that support each payment in order to allow correct accounting for transactions 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.
- Coordinate accounting for grant receipts and other fundraising income with the Fundraiser including preparing of funding releases for sign off by the Executive Director.
- 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 against budget or forecasts and confirm accuracy of accounting against other management information such a registration numbers for various activities.
- 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
- Prepare annual gift aid claim for approval of Treasurer and follow up receipt of funds from HMRC.
- Annually assist with the preparation of the annual financial statements
2. Administration
a) HMRC
- Liaise with HMRC in making required filings for the tax return and any other declarations are made on time and in-line with requirements
- Coordinate any queries and prepare draft responses for review by Treasurer
- Ensure charity details with both institutions are up to date
b) HR
- Responsible to holiday log in terms of ensuring annual allocations are determined for staff and implemented on Breathe HR
- Log team holidays and reduced hours once approved by Executive Director
- Prepare payroll excel worksheet for Executive Director to sign off
- Coordinate and interface with payroll service providers
c) DBS and Safeguarding
- Coordinate DBS checks and ensure all DBS records are up to date
- Ensure regular safeguarding training are undertaken by the team
d) Charity Commission Filings
- Ensure Charity Commissions filings are made on time and in-line with requirements including filing of Annual Report once approved
- Ensure charity details are up to date
e) Insurance
- Lead insurance renewal by getting updated quotes and agreeing required insurance cover with Treasurer
f) Trustee Support and Reporting
- Maintain Trustee records and keep contact details up to date
- Maintain Trustee quarterly calendar and ensure required tasks are being actioned by lead people
3. Other Tasks
- Support Treasurer in performing his role
- Carry out any other ad hoc tasks required from time to time as directed by the Executive Director
Knowledge and experience required:
- Experience as a bookkeeper / accountant for at least 3 years
- Experience in organising and prioritising own and others workload
- 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 player with good interpersonal skills
- Understanding of the charity sector beneficial
Why join us?
- Be part of a passionate team making a difference to young people and their families affected by ADHD.
- Help shape the future of a small but growing charity
- Work flexibly with a charity that values initiative, organisation, and collaboration.
How to apply:
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] no later than the deadline date given above.
Applicants must be resident in the UK and have a legal right to work in the UK.