Finance Administrator

4 months ago

Bristol, United Kingdom Design West Full time

**Job Overview**:
We are seeking a skilled Financial Administrator & experienced book-keeper to support our growing charity based on Bristol Harbourside. You will thrive on keeping things in order & will balance keeping the books with providing administrative support to the Director to achieve the best for the organisation.

**Main Responsibilities**:
**Book Keeping**:

- Day-to-day financial administration of the charity and trading arm, including raising sales invoices through Quickbooks, accurately recording all income & chasing payments (we use electronic filing & cloud-based systems)
- Purchase ledger, making payments & recording all purchase data in Quickbooks
- Monthly reconciling in Quickbooks & correcting discrepancies
- Running monthly payroll & submitting pension data
- Keeping up-to-date with HMRC rules, submitting gift aid, VAT returns & PAYE payments as required
- Lead on banking & processing expenses (we rarely use cash)

**Finance Reporting**
- Assist with the preparation of Management Accounts (quarterly), grant reports (occasional) & project reports (monthly).
- Assist with the preparation of annual accounts & preparation for audit

**Executive Administration**

You will support the Director in the smooth running of the charity:

- Support co-ordination of Board meetings, papers, minute-taking & capturing actions.
- Ensure board and company details are up to date with Charity Commission & Companies House
- Support & record actions from SMT & key staff meetings
- Work with the director to ensure annual reports & grant reports are submitted as required
- Update policies, draft contracts & update the staff handbook
- Record staff holidays, sickness & basic HR tasks
- Support Director travel, workload & calendar management

**Office Administration**
- Support the Venue Ops Manager by co-ordinating some building suppliers, e.g. electricity
- Place stationery orders for the office & manage the office budget

**Other**
- Undertake administrative duties as deemed reasonable, as requested by the Director to support the success of the organisation
- We are a small team and work together to manage the success of the charity
- Occasional evening work may be required

**PERSON SPECIFICATION**

**Essential**
- Professional experience of financial administration including managing payments, sales & customer relationships (minimum of 2 years)
- Educated to A-level or degree level
- Working experience in the use of Quickbooks or a similar finance software
- Highly organised with excellent attention to detail
- Efficient with good time management skills
- Strong understanding & experience with Excel, Word & good IT skills
- Appetite for learning digital skills & tools to help organisations run more smoothly
- Conscientious with a can-do approach to tasks & learning new skills where needed
- Ability to multi-task & good at prioritising
- Accurate & clear written skills
- An ability to quickly extract key information & actions from meetings
- Positive attitude to work
- Suited to playing a supporting role & comfortable taking direction
- Flexible approach. We are a small dynamic team, who care about the work we do, we have a flexible approach to taking on small projects or staying late when needed to get the job done & you will too
- Good at dealing politely & professionally with people (the team, our customers & suppliers)
- Responsible, accountable & can handle confidential matters with discretion
- Commitment to continuing own personal development & keeping up-to-date with legislation & best practice
- Enthusiasm for working in a charitable & cultural organisation

**Desirable**
- Book-keeping qualification
- Experience of charity administration
- Enthusiasm placemaking & design

**>> TO APPLY**

**ABOUT US**

**Design West** is a global centre of excellence for design & placemaking, based in the heart of Bristol.

Our programmes inspire, inform & involve people in the design of the world around them. We work across sectors & society to innovate, co-design & challenge. We are international & local, bringing the best people together to shape better places.

A registered charity, our mission is to inspire the public, politicians & professionals across the built environment to design better, healthier, places to live, work & relax.

Our vision is a world designed for life.

Over the past 18 months we have transformed our harbourside home into a stylish new venue & café-bar. Established as a leader in design & placemaking we have recently expanded our services across the whole of the South West, working from Cornwall to Exeter to Bristol & Swindon

**Our Values**: We are collaborative, creative, expert, independent, inclusive & visionary.

Our main areas of work are:

- **Inspirational Programmes**: Our world class public programmes inspire & involve. From the Stirling Prize to 6 O’Clock Sessions, city tours (Bristol Open Doors) to an exciting new awards strand.
- **Design Consultancy**:Our Design Review Se

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