Job Description – Finance Administrator
Responsible To: Finance Manager
Salary: £19,229 - £22,238 per annum pro rata
(including £2,500 London Weighting per annum, pro rata)
Hours of Work: 21 hours a week
Place of Work: Woodcraft Folk Head Office, 83 Crampton Street, London SE17 3BQ
Date Created: October 2012
Contract Type: Permanent
Holiday Entitlement: 25 days per year (pro rata) at full pay
Job Purpose:
To carry out the financial administrative work of Woodcraft Folk Head Office, as directed by the Finance Manager.
General Responsibilities:
1.1 To undertake general financial administrative tasks (including Folk Supply) as directed by the Finance Manager.
Specific Responsibilities:
2.1 To ensure that all cheques and cash received by the Woodcraft Folk are banked promptly and handled according to the appropriate procedures.
2.2 To process and ensure payment of all invoices and expenses claims, ensuring that they have been properly authorised according to the appropriate procedure.
2.3 To collect information required by our payroll provider to run the staff payroll, record using the Quickbooks accounting system and ensure that payment is received on the correct date.
2.4 To administer the staff group stakeholder pension scheme, ensuring that the correct deductions are made from staff salaries.
2.5 To accurately calculate PAYE payments and record these along with staff salaries in Woodcraft’s accounting system.
2.6 To ensure that the correct National Insurance and PAYE payments and reports are promptly made to HMRC.
2.7 To promptly and accurately record all income and expenditure in the Quickbooks/Sage accounting systems following all appropriate procedures.
2.8 To reconcile all bank statements received with the Quickbooks/Sage accounting systems.
2.9 To prepare reports from the Quickbooks/Sage accounting systems as and when required. To respond to queries from all branches of the Woodcraft Folk.
2.10 To ensure that all nations/regions/projects that employ staff are correctly invoiced for the cost of administrative and other support from Woodcraft Folk Head Office, and to ensure payment is made promptly.
2.11 Maintain and reconcile the petty cash for Woodcraft Folk Head Office, ensuring there are proper safeguards in place and that these are adhered to.
2.12 To monitor the balance of Woodcraft Folk’s bank accounts and immediately alert the Finance Manager and/or General Secretary to any concern that funds may not be available to meet all expenditure.
2.13 To ensure proper and accurate financial records are kept according to the relevant procedures. To report any anomalies or concerns to the Finance Manager and/or General Secretary immediately.
2.14 To liaise with and assist the auditors in the preparation of the annual accounts.
2.15 To administer the Gift Aid process ensuring the correct payments are made.
2.16 To compile annual district and group financial returns and prepare reports as required, ensuring all grant income is accounted for.
2.17 To disburse all grant and Co-operative Society monies as required.
2.18 To process all contributions towards insurance premiums collected from branches of the Woodcraft Folk, banking any monies and recording them in the Quickbooks accounting system.
2.19 To ensure that good practice in relation to the handling of monies and financial procedures is followed at Woodcraft Folk Head Office at all times.
2.20 To advise on improving relevant procedures, processes and practices within Woodcraft Folk Head Office.
2.21 To undertake any other financial administrative tasks as required.