JOB DESCRIPTION AND PERSON SPECIFICATION
(Application form on page 4)

Post:Financial and Office Administrator

Maternity Cover (10 month duration)

Priority area:Finance, human resources, and governance administration of Embrace Wigan and Leigh.

Responsible to:Finance Manager / Systems Manager

Salary:£18,000per annum pro rata

Hours:15 hours per week

Main Responsibilities of the Role

The Financial and Office Administrator is responsible for undertaking all aspects of financial administration duties which comply with charitable law and to ensure the organisation is well resourced and effective.

The Financial and Office Administrator is also responsible for ensuring that the Human Resources section is effectively organised and maintained, and that governance administration is timely, accurate and fully supports the Management Committee.

The Financial and Office Administrator also shares responsibility, alongside the General Administrator, for a range of administrative tasks so that Embrace runs smoothly, efficiently and effectively at all times.

Skills and experience required

The Financial and Office Administrator needs to have relevant experience and knowledge to be able toconduct all aspects of financial and administrative support as described, as well as being able to work as part of a team in an inclusive environment. Relevant qualifications and experience of SAGE accounting systems and accurate record keeping are also required, with a willingness to undertake further training as needed.

JOB DESCRIPTION

Financial Administration

  • To provide a full accounts administration support to the organisation.
  • To set up and maintain effective financial monitoring systems in line with account/audit requirements and implemented fully.
  • To ensure all payments are paid accurately and timely.
  • To generate invoices and ensure they are paid.
  • To generate monthly financial reports for the management committee.
  • To assist both the Finance Manager and Lead Officerwith producing reports.
  • To assist in the production of the organisation’s annual financial budget
  • To assist with calculating costs and preparing budgets for funding applications to various grant making bodies
  • To assist with calculating costs and preparing budgets for tender applications
  • To submit accounts to the appointed Accountants annually and answer/follow up queries.
  • To assist the Finance Manager during audit.
  • To meet all deadlines relating to finance.
  • To maintain confidentiality at all times.

Human Resources Administration

  • To administrate payment of staff salaries on a monthly basis, timely and accurately.
  • To set up and maintain human resources files for both staff and volunteers.

Governance Administration

  • Assisting the Embrace Managersin all communication with the Management Committee.
  • To request, receive and distribute management reports and minutes.
  • To circulate correspondence to the members of the Management Committee.
  • To arrange room bookings and refreshments for Management Committee meetings.
  • To set up and maintain contact files for Management Committee members.
  • Assist the Embrace Managers with all aspects of holding an Annual General Meeting.

General Administration and other Duties

  • To share responsibility with the General Administrator for all incoming calls, as well as referrals from professionals, family members and colleagues, and uploading these to the ECMS database (Case Management Software)
  • To undertake all the administration involved with Embrace Grant funding applications
  • To receive and make enquiries as requested by the organisation.
  • To assist in the collation and calculation of cost benefit analyses for all Embrace services and initiatives
  • To assist in the collation of service evaluation data undertaken by the Watchdog team on behalf of Embrace Wigan and Leigh
  • To collate other information as requested by the organisation.
  • To support and encourage students and volunteers in assisting with administration.
  • To use Microsoft Office software, the Embrace database system (ECMS) and operate IT and associated equipment (eg photocopiers, cameras, projectors).
  • To work effectively as part of an inclusive team and to carry out any other tasks as directed by the Finance Manager and Systems Manager in accordance with the needs and priorities of Embrace Wigan and Leigh

PERSON SPECIFICATION

Relevant experience and/or qualification in financial and organisational administration / Essential
Knowledge of administration and filing systems. / Essential
Excellent organisational and communication skills. / Essential
A relevant professional qualification. / Desirable
To have a GCSE Grade C or above/ or equivalent qualification in English and Maths / Essential
Experience of working with Microsoft Office software: Word, , Excel and Powerpoint and other IT and office equipment / Essential
Experience of working with Sage financial software / Essential
Ability to keep an accurate and up to date budget / Essential
Ability to collate and disseminate information in a variety of accessible formats / Desirable
Ability to meet deadlines and prioritise workload / Essential
Excellent customer care skills and the ability to speak with the public via the telephone. / Essential
The ability to work with and to help supervise and support volunteers / Desirable
Knowledge of disability issues / Desirable
Ability to respect confidentiality / Essential
Ability to carry out cost benefit analyses / Desirable
Ability to record, collate, analyse and evaluate project outputs and outcomes / Desirable
Experience of working effectively as part of a team / Essential
Ability to work within the ethos of Embrace Wigan and Leigh. / Essential

Office Address:

Embrace
Platt Bridge Community Zone
81 Ribble Road
Platt Bridge, Wigan
WN2 5EG

CLOSING DATE: 14th January 2015 at 5:00pm

Email:

APPLICATION FORM
Embrace Wigan and Leigh is striving to become and equal opportunities employer.

1. Post Applied for:Financial and Office Administrator
Maternity Cover (10 month duration)
As advertised in:
2. PERSONAL INFORMATION
Surname: / Forename(s):
Address:
Postcode: / Telephone:
3. CURRENT or MOST RECENT EMPLOYMENT
Employer: /
Current salary:
Job Title:
Date of Appointment:
Notice Required:
Please describe the main duties and responsibilities of this post (please use separate sheet if needed):
4. EMPLOYMENT HISTORY
Please give details of all employment in chronological order (also include any activities where skills & experience were gained, e.g. voluntary work).
EMPLOYER / DATES (in full) / POST
5. EDUCATIONAL AND PROFESSIONAL QUALIFICATIONS
Please list all academic, vocational, professional and technical qualifications in chronological order of award:
INSTITUTION / FROM / TO / QUALIFICATION
(give awarding body if not obvious)
6. REFERENCES
Please state the names and addresses of two people from whom references may be obtained. One must be from your current or most recent employer. In the absence of previous employment experience, a reference from your last place of full-time education will be a suitable alternative.
REFERENCE 1
Name:
Address:
Post Code:
Telephone Number:
Relationship to applicant:
How long acquainted:
Can this reference be contacted immediately? YES/NO / REFERENCE 2
Name:
Address:
Post Code:
Telephone Number:
Relationship to applicant:
How long acquainted:
Can this reference be contacted immediately? YES/NO
7. GENERAL
Do you hold a current, clean driving licence?
Would you have the use of a car for the purposes of this post?
Are you related to a member of the Management Committee, or employees?
Canvassing of members of the Management Committee will disqualify candidates.
Have you been convicted of any criminal offence?
If yes please give details, dates and sentence imposed (including motoring offences) / YES/NO
YES/NO
YES/NO
YES/NO
8. STATEMENT IN SUPPORT OF APPLICATION
Additional sheets may be attached, by hand written or typed A4 sheets. Please also include details of any interests, activities or voluntary work which you consider appropriate.
9. DECLARATION
To the best of my knowledge and belief all the particulars I have given are true and complete. I understand that any false statement may disqualify me from employment or render me liable for summary dismissal.
Signature______
Date______

Please note the closing date for this job application is 5:00pm on 14thJanuary 2015

Email:

Financial and Office Administrator Job Description/Person Spec January 2015