Finance and Administration Assistant

Job Description

Job Title / Administrative and Finance Assistant
Salary / £16,000 per annum based on a 35 hour working week.
Potential increase of 3% per annum based on performance.
Pension / Employers’ workplace pension from 1st April 2016
Holidays / 35 days per annum including public holidays
Location / Based at the Centre for Stewardship, Falkland, Fife but may be required to travel to offices of other FRSP partners
Terms / Maximum of 60 months fixed term contract ending 31/1/21,
35 hours per week, 35 days annual leave.
Line Manager / Programme Coordinator, Centre for Stewardship
Line Management responsibilities / There are no line management responsibilities attached to this job.

Main purpose of the post:

28 hours per week

We are seeking a competent Administrative and Finance Assistant to assist the Programme Coordinator with the delivery of a suite of projects that comprise ‘The next generation of Fife’s environmental champions and workforce’ programme.

The Administrative and Finance Assistant will provide administrative and financial support to the Programme Coordinator and, where appropriate the wider FRSP Steering Group.

The Assistant will help to realise the aims of the five year programme which are:

  • To enable young people in Fife to gain new skills relevant to finding jobs, training, volunteer opportunities or starting entrepreneurial projects that contribute to the green economy and,
  • Achieve a net gain in the built and natural environment across the rural and urban settings of Fife.

7 hours per week

To assist with the general financial administration of other projects and activities within the Centre for Stewardship.

Main duties and responsibilities

  • To provide administrative and financial support to the Programme Coordinator in the delivery of the 5 year programme called ‘the next generation of Fife’s environmental champions and workforce’. 28 hours per week.
  • To provide financial support to other projects and activities within the Centre for Stewardship. 7 hours per week.

Financial duties

  • To accurately process payments onto SAGE in a timely basis to ensure records are up to date.
  • To manage the petty cash.
  • To ensure all invoices are filed in an appropriate and logical manner, ready for grant claims and audits where necessary.
  • To work with the Programme Coordinator to submit grant funding claims accurately and in a timely manner.
  • To prepare regular and accurate financial reports on the programme’s progress for the Programme Coordinator and wider FRSP steering group.

Administrative duties

  • To act as a focal point for general enquiries about the programme.
  • To ensure publicity compliance with funders (logos).
  • To order and purchase materials and equipment when required
  • To assist with travel requirements both participants, workshop providers and the Coordinator.
  • To arrange meetings, make appointments, book conferences and courses etc.
  • To assist the Programme Coordinator and Rural Skills Supervisor with the setting up and delivery of training courses.
  • To assist with the evaluation process.
  • To ensure participants receive their qualifications (paper copies)
  • To photograph and record programme events and activities
  • To maintain databases in accordance with the Data Protection act.
  • To update the FRSP website with programme information
  • To update social media including setting up and maintenance of the FRSP Facebook and twitter accounts.
  • To ensure good news stories are fed to local and national media as instructed by the Programme Coordinator.
  • To coordinate meetings of the FRSP steering group, organise meeting spaces and papers, and take minutes.
  • To keep good records for contracts, insurance, disclosure, policies, training records and other paperwork that will lead to the smooth delivery of the programme.
  • To assist the Programme Coordinator to ensure all reporting and monitoring requirements of the projects are met.

Person Specification:

We are seeking an enthusiastic and organised individual who can demonstrate accuracy and is able to adopt a flexible approach to working.

PERSON PROFILE FOR ADMINISTRATIVE AND FINANCIAL ASSISTANT

Essential / Desirable
Skills and Qualifications / Educated in a relevant field to HND level or equivalent experience / Experience of working in the charitable sector
Specialist
Knowledge &
Skills / At least two years experience in a financial assistant role
Experience of working in an office environment dealing with both internal and external clients
Working knowledge of SAGE accounts
Computer literate with a working knowledge of Microsoft Office, in particular excel
Demonstrate an ability to prioritise workload and work to a tight schedule
Demonstrate an ability to work as a member of a team / A basic knowledge of current issues within the Scottish educational system and special education
Experience of budget control and reporting
Knowledge of InDesign or other publishing software
Experience of assisting or preparing grant reports
An interest in conservation and the environment
Interpersonal &
Communication
Skills / Excellent verbal and written communication skills
Ability to work with a wide range of people / Experience of working with young people
Additional
Requirements / Working occasional unsocial hours weekends and/or evenings
The successful applicant will be required to provide a PVG scheme before taking up the post. / Ability to travel independently throughout the project area.

If you have a disability or long term illness that otherwise prevents you from meeting any of the essential criteria, please contact us to discuss whether a reasonable adjustment can be made.

Funded by the National Lottery through the Big Lottery fund.