Job Description

Job title: Finance & Administration Manager

Reporting to: Chief Executive

Hours: Full time (35 hours a week Mon- Fri)

Rate of pay: £22,000 - £24,000 per annum

General duties

  • Manage all of the finance and administration function associated with a small charity
  • Liaise with the charity’s treasurer and external auditors
  • Support the team and actively get involved with supporting all areas of the business
  • Provide some administrative support to the Chief Executive and Chairman
  • Prepare reports to the trustees as and when required

Day to day duties

  • Be the first point of contact via telephone & email
  • Open, process and send post
  • Organise couriers
  • Order office stationery
  • Update database with any changes to records (eg address)
  • Send out and process membership renewals including taking credit card payments
  • Add new members to the database and send out new membership packs
  • Add all gifts to database and acknowledge
  • Act as database administrator, overseeing users permissions and privileges
  • Process orders from the online shop and health professionals and add orders to the database
  • Conduct stock checks of publications & shop items
  • Obtain quotes and order publications & shop items
  • Conduct mail-outs as and when required by post & email
  • Organise meeting bookings and take minutes when required
  • Organise NASS attendance at national & international conferences (book stand, create/send materials, arrange staff cover, book travel & accommodation)
  • Ensure that documentation is properly filed
  • Complete daily back up of data

Financial duties

  • Process invoices and arrange payment
  • Ensure all cheques and cash are deposited weekly and maintain weekly banking sheets
  • Maintain petty cash record
  • Monitor business credit card use
  • Prepare monthly management accounts
  • Liaise with treasurer and auditors on annual account production, including branch returns
  • Process direct debit payments and add them to the database
  • Contribute to the budgeting process

Office management

  • Arrange office maintenance such as cleaners & repairs
  • Monitor IT, telephones, utilities and insurance renewals
  • Arrange recycling & shredding
  • Act as fire warden and keep fire safety record up to date
  • Review Health & Safety measures in office
  • Arrange annual fire extinguisher checks and electrical testing
  • Arrange work station assessments for staff as required

Other duties

  • Website updating and administration
  • Participate in team meetings
  • Participate in NASS team training and team projects as required
  • Participate in relevant external events
  • Work with other charities or organisations as appropriate
  • Maintain confidentiality at all times and ensure respect for all other members of staff
  • Actively embrace and promote the work of NASS, helping develop improved services for people with ankylosing spondylitis
  • Occasional weekend and evening work for which time of in lieu will be granted
  • The team at NASS is small and so you may from time to time be asked to undertake other ad-hoc duties commensurate with the grading of the role

Person Specification

Criteria / Essential / Desirable
Experience /
  • Strong background in administration
  • Ability to communicate effectively with a wide range of people
/
  • Office management
  • Good understanding of the third sector
  • Understanding of the AS sector

Knowledge /
  • A relevant accounting qualification
  • GCSE English & maths or equivalent
/
  • Understanding of AS and its treatment
  • Charity guidelines and legal requirements
  • Knowledge of Sage 50 Accounts and Raiser’s Edge

Skills and Abilities /
  • Working as part of a team
  • Self-starter, able to work on own initiative
  • Excellent written and spoken English
  • Presentation skills
  • Computer skills
  • Organised and efficient
  • Pro active, can-do attitude
  • Flexible and enthusiastic
/
  • Previous use of Microsoft Word, Excel, PowerPoint and databases

Personal Circumstances & Attributes /
  • Work out of hours