Finance and Administration Assistant

2 weeks ago

London, United Kingdom Youth Music Full time

Job description

We’re seeking a Finance and Administration Assistant to work alongside the Office Manager and Chief Operating Officer to provide finance admin support across the organisation to ensure the smooth running of Youth Music’s operations.

You’ll be excited by the opportunity to join the UK’s largest young people’s music charity, working in a varied and busy role within a collaborative, supportive environment.

**Key responsibilities**

**Finance Administration**
- Coordinating the prompt and accurate weekly grants and invoice authorisation and payments process.
- Recording all fundraised income (cash, cheques, online platform donations) accurately in the Salesforce database and generating reports.
- Undertake identity and bank account checks for recipients of our grants.
- Scheduling payments for grant recipients and undertaking initial payment checks.
- Reconciling the company credit cards and bank accounts at regular intervals.
- Ensuring the prompt submission of the bank statements to the accountants.
- Managing the petty cash reconciliation process.
- Depositing cheques and cash donations as soon as they are received and recording transactions.
- Liaising with our outsourced accountants to ensure the prompt payments and responding to queries.
- Ensuring all finance records are filed accurately and systematically.
- Be proactive in researching and recommending innovative tools and practices that could enhance our finance and admin systems and processes.

**Office Administration**
- Working alongside the Office Manager providing admin support to ensure the smooth running of the office.
- Responding to general office and grant enquiries.
- Meeting and greeting visitors to the office.
- Ordering stationery and office supplies.
- Assist the Office Manager in the review of supplier’s contracts.
- Co-ordinating the staff office duties rota and monthly grants team enquiries rota.
- Co-ordinating the internal meeting room booking schedule.
- Assist with funding panels when required, undertaking preparation of panel papers and the minuting of the meetings.
- Providing ad hoc administrative support and data processing across all teams.
- Provide administrative support for the Youth Music network website.

**General**
- Carrying out all such additional duties as are reasonably commensurate with the role.
- This job description is not necessarily an exhaustive list of duties but is intended to reflect a range of duties the post-holder will perform.

**Person specification**

**Essential**
- Strong finance skills.
- Strong administration skills.
- Strong communication and interpersonal skills.
- Proactive approach to completing tasks and problem solving.
- High level of proficiency using Microsoft Office, including Excel and Outlook.
- Experience of using cloud-based invoice processing/database systems.
- Awareness of financial fraud risk management.

**Desirable**
- Experience of working in a similar environment.
- An understanding of the principles of data protection.****:

- Background knowledge of the charity sector.
- An interest in music and wider creativity, young people, and/or social justice issues.
- Knowledge of using Salesforce and other databases.
- Knowledge of using Icomplete or similar finance system.

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