INSTANT NEIGHBOUR – JOB DESCRIPTION

Job Title:
Accounts and Office Manager / Job Reports to:
Chief Executive Officer
Name of Incumbent: / Date:
February 2017
Summary of Overall Job Purpose:
As Accounts Manager, your main role is to keep an official track of the charity spending so when it comes to filing accounts there is an accurate trail of all the outgoings and incomings.
As Office Manager your main role is to proactively provide effective and efficient day to day management of the office and its operations
Management of office staff, office budget, working closely with the Chief Executive. Manage both internal and external relationships with key stakeholders, these will include staff, volunteers, clients and funders of Instant Neighbour.
Work closely with Warehouse and Sales Manager to ensure effective and efficient use of all Instant Neighbour resources.

KEY JOB RESPONSIBILITIES:

1)Accounts Manager

a)Responsible for overseeing budget for office supplies and office equipment (purchase and maintenance). Wherever possible office supply purchasing must be made to support other social enterprises e.g. charities buying group, in-kind direct and should be done to be ethically aware.

b)Assist with the administration, maintenance and daily auditing of petty cash.

c)Monitor all building expenditure e.g. heat, light and rubbish collection.

d)Participate in credit control activities (calls and letters) as and when required.

e)Assisting with day-to-day book keeping activities and the weekly processing of invoices.

f)Preparing cash flow statements

g)Assist in preparation of annual budgets

h)Maintains historical records by filing documents.

i)Prepares financial reports by collecting, analysing, and summarizing account information and trends.

j)Maintains financial paperwork and arranges delivery of same to Apex Accounts for preparation of Management Accounts and to the Auditor for Annual Accounts.

k)Maintains vehicle records including MOT, licensing, tail lift certification, servicing and liaises with drivers to ensure they are recording mileage and any incidents that need reporting.

l)Keeps fuel receipts and matches these to the monthly invoice, reports any abnormal expenditure

2)Office Manager

a)Organise the office layout and order stationery and equipment

b)Maintain the office condition and arrange necessary repairs

c)Manage office staff in all areas including absence, induction, work allocation and telephone cover.

d)Organise office operations and procedures

e)Manage contract and price negotiations with office vendors and service providers

f)Record keeping and maintenance of all office files, key holders list, personnel files, office equipment and office supplies.

g)Supervise volunteer office help, includes recruiting, induction and work review.

h)Write, maintain and consistently review and amend the procedures manual for the following: office procedures, complaints and problems, visitors to Instant Neighbour. Make sure a copy is available online at all times to all staff.

i)Maintain all computer operations in partnership with the contracted IT company.

j)Write and maintain an asset register, detailing all equipment belonging to the charity, its location and service records.

k)Keep website up to date and accurate on the work of the charity, the procedure for collection and delivery of furniture and contact details.

As necessary update any printed materials so that information is accurate and current and complies with Office of Scottish Charity Regulator and Companies House regulations.

3)ASSIST CEO

a)Consistently review current policies and procedures in order to ensure relevance. Keep fully abreast of recent regulations, legislation, and policies to keep Instant Neighbour current

b)Assist the Chief Executive in administration of Human Resources related matters and ensure that all information is maintained and treated in the strictest confidence at all times.

4)HEALTH AND SAFETY

a)Maintain the alarm system and provide instruction on same as required to staff.

b)Provides First Aid cover.

c)Reviews and implements the Health and Safety policies.

d)Ensures adequate personal protection equipment is available.

5)EXTERNAL RELATIONSHIPS

a)Ensure that all relationships with the tenants, funders and Council are maintained within a positive framework.

b)Assist the CEO with funding requests as required.

SPECIFIC HEALTH AND SAFETY RESPONSIBILITIES

  • The employee is responsible for bothhis or her own safety and for the safety of others.
  • Demonstrate a personal commitment to Health, Safety and the Environment
  • Apply Instant Neighbour’s Health, Safety and Environment Policy and Safety Management Systems
6)ENVIRONMENTAL POLICY

a)Ensure that all waste paper is recycled

b)Encourage a proactive attitude to reducing waste and protection of the environment.

c)Office supply purchasing must be done to encourage waste awareness e.g. long life light bulbs, recycled toilet paper

ADDITIONAL RELEVANT INFORMATION ABOUT THE JOB
  • To perform any duties as requested that are reasonable and achievable by the jobholder.
  • Continuous personal development is desirable and will be supported
  • The sharing of interdepartmental knowledge will be actively encouraged

Hours of work Monday to Friday – 8.30am to 4.30pm – job share considered

Salary - circa £25,000, to be agreed

Agreed by JobHolder:Approved by Manager:

Date:Date: