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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 1 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 2 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. 3 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 4