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Finance and Administration Assistant

Job Description

Main Duties - Finance:
a) Maintain the organisational financial records are kept up to date and daily data inputting.
b) Ensure financial policies and procedures are followed and reporting inconsistencies to the Finance Manager or Chief Executive.
c) Process receipts, payments, invoices, credit notes, banking and ad hoc journals
d) Produce reports and information as required
e) Assist in raising monthly, quarterly and ad hoc invoices for expenses, rents, management fees, room hire and others as necessary.
f) Reconcile petty cash accounts and bank accounts.
g) Maintain the fundraising database as and when required.
h) Support the redaction of the bank statements for the Building Bridges Programme.
i) Maintain WALC accounts, banking and membership database to include calculating and invoicing annual subscriptions. Liaise with Audit Company on annual basis.
j) Support the central function of EU funded programmes.

Main Duties - Administration:
a) Support the membership database and assist with related administration.
b) Assist with AGM preparation and Awards.
c) Provide administration support to all departments as agreed by the Leadership team.
d) Assist in answering telephone calls to the general number.
e) Maintaining consumables and data for copiers and franking machine.
f) Support the premises and asset management within the organisation such as key office systems including the telephone system, fire alarm and door entry systems, photocopier, Neopost, mobile phones and other contract relationships as required.
g) Support the property functions, cleaning contracts, repairs, and Healthy and Safety.
h) Support the administration relating to our bookings, enquiries and other administration as required.
i) Support the management of the fleet of vehicles ensuring legal compliance, schedule of MOTs, Health and Safety checks.

The post-holder will contribute to achieving:
* Budget holders assume financial responsibility for own operational budget. Non budget holders ensure expenditure is necessary and within budget constraints.
* Participate in the team working approach
* Take responsibility for her / his own development, inform the line manager of any development needs and take part in prescribed development activities
* Work within the agreed policies and procedures
* Carry out such other general duties as shall be determined by the Chief Executive. Support other members of staff as required by the workload and by absences due to leave, sickness etc.
* Ensure that office security is maintained, data protection is adhered to and confidences are not breached.
* Promote an alert approach to Health and Safety at Work matters and maintain compliance with the terms of the Hopton Fire Certificate.