Finance and Administration Officer

3 weeks ago

Telford, United Kingdom Telford Mind Full time

**Finance & Administration Officer - Job Description**

Telford Mind have a fantastic new opportunity for a part time Finance & Administration officer who is a highly motivated and efficient individual with the ability to work on their own but part of the operational team with good communication and interpersonal skills.

You will have experience of working in a finance and administration role who is happy to work in an organisation with an “all hands on deck” approach. You will have a background in the not-for-profit sector. You will ideally have an interest in mental health and will be excited by the opportunity to play an important role in a growing organisation.

Telford Mind aspire to have a diverse workforce because we strongly believe that diversity enables better organisational outcomes. We also believe that a more inclusive workplace, where people of different backgrounds work together, ensures better outcomes for our service users who are the heart of everything that we do.

**Contract**:
Fixed Term Until 31st March 2024

**Hours**:
15 hours per week, hours to be agreed to suit the needs of the service. You must be flexible and able to cover additional shifts.

**Location**:
Court Street Medical Practice, Court Street, Madeley, TF7 5EE

**Salary**:
£11.00/hr

**Disclosure**:
**Job Purpose**:
The Finance and Admin Officer will provide robust financial and administrative support in order to ensure effective, efficient and accurate financial and administration operations and reporting for Telford Mind.

As a key part of the operational team, you will play a vital part in ensuring we prepare and maintain the financial and administration systems needed for the organisation. The Finance and Admin Officer is pivotal in the co-ordination and implementation of office procedures and has complete responsibility for the finance function, including invoicing, input to Cashflow, monitoring spend, funder claims management, expenses processing and processing BACS payments.

The Finance and Administration Officer has the responsibility to deal with enquiries, and requests including postage, photocopying, telephone answering, mail management. The postholder will also have frequent responsibility for specific projects and tasks.

The Finance & Admin Officer will be required to providing monthly management accounts to the Board of Trustees.

The Finance and Administration Officer must have the ability to prioritise a busy workload and meet deadlines of varying timescales. You must be prepared to work flexibly, independently, sometimes under pressure, and always with a ‘can do’ attitude.

The Finance and Administration Officer reports directly to the Chief Executive Officer and in addition will have key relationships with the Operations Manager and Honorary Treasurer.

**Finance Processing**
- Perform bookkeeping duties - record income and expenditure using Xero
- Weekly/monthly payment runs in line with financial procedures.
- Payroll administration, including pensions.
- Manage expense claims for staff and volunteers.
- Counting and banking of cash collections, payments and donations
- Raise sales invoices and debtor management.
- Record expenditure invoices and receipts
- Process gift aid donations and claims
- Maintain petty cash records.
- Maintain accurate records.
- Ensure that Telford Mind operates the necessary internal controls (bank signatories, authorisation limits, occasional internal audit, annual financial risk review, internal processes etc.)

**Reporting**
- Monitor expenditure against budgets and any restricted income received
- Reporting Gift Aid donations
- Financial reporting on all areas of service delivery
- Produce monthly reports, management accounts and variance analysis.
- Run year end procedures and prepare all reports relating to the accounts.
- Produce draft accounts and prepare books and documentation for the external accountant.
- Assist the CEO to liaise with the external accountant, respond to queries and ensure that audited accounts are submitted on time.

**Financial Planning**
- Assisting accountants, CEO and Board of Trustees on year-end accounts
- Assist the CEO and Board of Trustees to compile an annual budget for Telford Mind as a whole and for individual projects
- Work with the CEO to manage utility bills and contracts
- Manage the income from the Counselling Service and any other external sources of income.

**General Finance Duties**
- Prepare budgets and financial documents for grant proposals.
- Prepare financial reports for funders.
- Managing payroll
- Attend Trustee meetings when required.

**Administration Duties**
- Provide administrative support to the operational team and wider organisation.
- Respond to and/or disseminate enquiries as appropriate
- Keep the office running with effective filing systems, photocopying and shredding
- Process DBS checks for all staff, volunteers and Trustees
- Answer the busy phone lines and take enquiries.
- Be prepared to o

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