Description
Job title: Finance Accounts Administrator
Reports to: Deputy CEO
Salary: £19,284 per annum pro rata
(subject to ongoing funding)
Hours: Part-time (28 hours/ 4 days per week)
Location: Edinburgh
Contract: Ongoing (subject to funding)
Background
Inclusion Scotland
Inclusion Scotland is a well-established and rapidly growing national membership organisation. Through our networks of disabled people, their organisations and allies we reach large numbers of disabled people across Scotland.
Inclusion Scotland is a Disabled People’s Organisation - led by disabled people. We work with and for disabled people, whatever their type of impairment, to make sure that decisions affecting disabled people’s daily lives are informed by their views and lived experience. Together, with our members and supporters, we work to promote the full inclusion of disabled people into all aspects of Scottish civil, social and economic life. We promote disabled people’s rights, choices and voices, as full and equal citizens.
We do this by:
· Providing accessible information about policy developments and rights.
· Engaging with disabled people, and supporting others to engage with disabled people, to gather their views.
· Capacity Building disabled people, their organisations and those they need to engage with.
· Policy work, so policy-makers understand what is required to achieve the full inclusion of disabled people and independent living.
· Running projects, for example, to increase disabled people’s political representation and employability, strengthen community engagement, reduce poverty, and promote research into new approaches to independent living.
· Independent Living in Scotland Project. We work with the Scottish Independent Living Coalition to promote independent living and human rights.
You can find out more about our work by going to our web-site: www.inclusionscotland.org or by visiting out FaceBook page: https://www.facebook.com/InclusionScotland or by following us on Twitter: https://twitter.com/InclusionScot
The post
This post is funded out of our core grant from Scottish Government and the Disability Research on Independent Living and Learning (DRILL) programme, funded by the Big Lottery. It is part-time (4 days a week/ 28 hours). We can be reasonably flexible about which days/ hours are worked, though it will be helpful to establish a routine. Sometimes attendance may be required at meetings or events outwith that routine.
Inclusion Scotland has its Headquarters in Edinburgh and also has offices in Glasgow and Dingwall. The postholder will be based in the Edinburgh office though may occasionally need to work in the Glasgow and Dingwall offices.
Job purpose and overview
The primary purpose of this critically important post is to ensure the sound administration of our accounts, for all funding streams.
We currently have an annual turnover of approximately £1 million. This is comprised of a core grant and additional funding for projects a range of projects, many funded by the Scottish Government’s Equality Unit. Other funders currently include the Equality and Human Rights Commission and the Big Lottery Fund, and we sometimes receive funding from other parts of Scottish Government for specific pieces of work. We also receive monies via the Access to Work scheme, which provides support for disabled employees. New projects may well be developed from time to time and we are looking to diversify our funding base. This is likely to include developing ‘Real Inclusion’, our trading arm.
Key tasks include:
· The maintenance of up-to-date, accurate accounts on Sage
· Administration of basic finance systems like expense claims and petty cash
· Work effectively and maintain good relationships with managers responsible for budgets, admin/ finance staff, DRILL finance staff, our payroll provider, accountants and suppliers.
· Contribute to month-end reporting and reports to the Board.
Job Description
1) Accounts: financial recording and processing
a. Using Sage, ensure all financial records are comprehensive, accurate and up-to-date, including:
· Posting purchase invoices to the purchase ledger on Sage.
· Posting bank receipts and bank payments on Sage.
· Initiating bank payments once duly authorised by an appropriate manager.
· Posting petty cash transaction on Sage.
· Reconciling and posting Access to Work payments and claims.
· Reconciling and posting expense claims and credit card transactions.
b. Check all invoices received, ensure payment is authorised, record on Sage in the appropriate department/s and make payments.
c. Issue invoices (external and internal), as necessary.
d. Liaise closely with Managers responsible for particular budgets, to ensure accurate month-end reporting
e. Provide information about our accounts to our auditors, as necessary.
2) Financial systems and relationships
f. Promote/ Carry out efficient administration of internal financial systems, e.g. staff expenses.
g. Ensure smooth-running of our payroll system, providing information to external payroll providers to ensure that all requirements of RTI (Real Time) reporting are met.
h. Liaise with other admin/ finance staff as necessary, particularly any who may need to provide back-up cover for finance tasks, e.g. when the Finance Accounts Administrator is on leave, or at times of peak demand.
i. Maintain excellent relationships externally (e.g. with suppliers, our payroll service provider, accountant, funders, etc) and internally, with Treasurer and project leads in particular.
j. Provide induction to new staff on financial systems
4) General
k. Attend and contribute to meetings of Inclusion Scotland staff, team (including Management Team) meetings and awaydays, and meetings of our Board of Directors, as required.
l. Contribute to papers and reports on finance as required.
m. Help to promote the values and ethos of Inclusion Scotland.
n. Undertake other duties as may reasonably be required by the Chief Executive Officer, Deputy Chief Executive Officer or Inclusion Scotland’s Board of Directors.
Person specification
Experience
Essential: 1. Administering basic financial systems, like expenses, petty
cash, etc
2. Working as part of a team
3. Personal or professional experience of disability
Skills and abilities
Essential: 4. Expertise in using Sage
5. Proficiency in using Word and Excel
6. First-rate organisational skills
7. Excellent communication and interpersonal skills
Desirable: 8. Using Sage for multiple funding streams
9. Relevant financial qualification
Knowledge and understanding
Essential: 10. Employer legal responsibilities regarding financial
matters, e.g. National Insurance Contributions, staff pensions, Statutory Sick Pay, Maternity Pay.
Desirable: 11.Basic understanding and familiarity with management accounts and budgeting.
Personal qualities
Essential: 12. Commitment to the philosophy of independent living, the social model of disability and human rights (see our web-site for more information about these).
13. A proactive approach, able to take initiative
14. Able to work under pressure, prioritise appropriately and
meet deadlines.
Other requirements
Essential: 15. Some flexibility when it comes to days/hours worked.
16. Willingness to work in our other offices from time to time.
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