Download Essential - Emmaus UK

Emmaus Mossley
Administrator & Finance Officer
Location:
Accountable to:
Responsible for:
Emmaus Mossley
Director
Assistant Administrator
Overall Purpose of the Job
Provide day-to-day administration and finance support to a thriving Community of Companions,
Staff, Volunteers and Trustees, by providing administrative assistance to the Community and
maintaining smooth day to day running of the general office. You will provide support and
supervision to the Assistant Administrator and will also be involved in processing and maintaining all
financial records and data accurately and within agreed systems.
Duties and Responsibilities
When carrying out your duties the health and safety of everyone is your paramount responsibility.
In all your planning, control, training and supervision you must ensure that safe working
conditions are introduced and maintained.
Banking and other Payment Processing:
 Administration of all finance activity using Quick Books financial management software and
Excel, including: purchase orders, cash book, bank reconciling, petty cash, debit/credit cards,
Companions Allowance, VAT
 Daily banking and associated tasks
 Invoicing, making payments and liaising with creditors and debtors
 Produce monthly VAT return from Quick Book figures
 Forward payroll information to our Payroll Bureau
Book Keeping and Accounts
 Ensuring all transactions are correctly posted in Quick Books
 Audit shop takings against till receipts and sales records
 Perform monthly bank reconciliations
 Preparation of monthly Management Accounts: Income and expenditure account, balance
sheet and cash flow statement
 In conjunction with the Director, monitor the budget and cash flow. Producing and
distributing reports as necessary
 Assist the Director and Treasurer in preparing the paperwork for the Budget for the
following year
 Assist the Treasurer in preparing draft Annual Published Accounts, in the format required.
Liaising with the Auditor as required
Fundraising
 Supporting the administration of grants
 Acknowledging all donations received, administrating Gift Aid and CAF, applying to the
Inland Revenue for the repayment of tax paid on donations
General Administration
 Typing, drafting, editing and circulating correspondence and reports as necessary
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Dealing with telephone enquiries and in person, providing assistance in response to general
enquiries
Manage the Community diary
Office organisation, including ordering stationery and filing
Organising incoming and outgoing post
Preparation of papers for meetings, for example board meetings, subcommittee meetings
etc. as requested by the Director, including the preparation and circulation of agendas and
minutes
Co-ordination of meetings, booking rooms and catering where necessary
Administration of recruitment activity, and assistance in preparing associated
documentation, to include advertisements, employment documents, pre-employment
checks
Reviewing, creating and maintaining all administrative systems and databases including the
supporter/donor database
Carrying out research as required
Administrative support to Community Staff as needed
Line Management of Assistant Administrator
 Recruit, train and develop employees in line with company policies and employment law,
ensuring relevant HR policies and procedures are followed (appraisals, discipline, grievance
etc)
 Motivate, support and manage staff; including holding documented, regular supervision
Health and Safety
 With the support of the Community Leader, ensure that all statutory responsibilities are met
 Ensure all areas of work are clear and tidy at all times
Facilities Management
 Assist the Director in the upkeep and maintenance of the Community, to ensure it provides
a pleasant and comfortable home for the Companions, whilst adhering to health and safety
requirements
Other Duties
 Receiving and welcoming visitors to the Community where required
 Filing all accounting and corporate documentation, manually and electronically
 Assisting in the planning and organising of Community Events
 Supporting the production and mailing of the Community newsletter
 Attending and contributing to team meetings as and when required
 Assist the Director and other staff in the development of Solidarity Action within and from
the Community
 Other duties as may arise from time to time necessary for financial integrity
 Ad-hoc accounting and office work
 Perform any other tasks or duties deemed necessary by the Project Director
General
Emmaus Mossley works with vulnerable people. Staff and volunteers must observe the proper
demarcation and professional boundaries while performing their role.
The post holder must always act in a way which will maintain the good reputation of Emmaus
Mossley, upholding the policies and procedures of Emmaus. The post holder will strive to preserve
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good working relationships with Staff, Volunteers, Companions and the Trustees, keeping the
appropriate key personnel well informed of significant matters relating to the Community
We expect you to carry out your job responsibilities in an environmentally aware manner. Our aim
is to ensure all resources are utilised effectively and efficiently. You will be expected to apply sound
‘value for money’ principles in undertaking purchasing or supply of goods and services.
In Emmaus, volunteers are an important resource and make a vital contribution to Emmaus’s aim to
take action to help disadvantaged people. You will be expected to encourage, develop and support
volunteer involvement in our work.
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Finance/ Administrator Officer
Person Specification
Essential
Education:
 Good general education to include Maths and English
GSCE or equivalent
Desirable
Education:
 Educated to diploma or degree level in a related subject
 Accounting or bookkeeping qualification e.g. ATT
 Other related professional education/training
Skills:
 Effective written and verbal communication skills
 Effective time management and organisational skills
 Effective administrative skills
 Record keeping and data management, with the ability
to interpret data
 Competent IT user including Microsoft Office Packages,
internet and email
 Microsoft Excel – ability to create spread sheets and
graphs, creation of databases etc
 Ability to remain calm under pressure
 Good interpersonal skills
 Good team player with ability to work on own initiative
Skills:
 Publicity skills – e.g. producing leaflets, advertisements
and newsletters
Experience:
 Proven bookkeeping experience with the ability to
demonstrate excellent numerical and financial
awareness
 Ability to utilise computer based accounting systems
such as Quick Books or Sage
 Preparation of Management Accounts, Budgets and
draft Accounts for audit
Experience:
 Voluntary/Charity sector experience, working with a
Board of Trustees
 Proven bookkeeping/financial experience from within the
voluntary/charity sector
 HR experience
 Experience of working in an organisation which works
with vulnerable or disadvantaged people
Knowledge:
 Awareness of the issues surrounding confidentiality and
data protection
 Awareness and understanding of Equal Opportunities
 Awareness of Professional Boundaries
Knowledge:
 Knowledge and understanding of issues surrounding
homelessness
 Organisational audits
Other:
 Accepting and promoting the values and ethos of
Emmaus
 The ability to relate to and work with a broad variety of
people with a non-judgemental attitude
 A commitment to on-going training and development
 Awareness and acceptance of own limitations
 Effective listener
 Highly self motivated
Other:
 Understanding of Emmaus
 Commitment to environmental sustainability and social
development
 Ability to represent Emmaus Mossley externally
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