Admin/finance Officer

5 months ago

Bristol, United Kingdom Nailsea and District Community Transport Ltd Full time

Administration & Finance Officer

Line of responsibility for the post will be to the Team Leader to the Business Manager.

**Salary**: Pro rata of £23833 (35hrs) Monday -Friday 8.30 - 9.00 to 4.30 - 5.00pm.

The office needs to be staffed between 8.30 - 5.00 and there is some flexibility around daily start and finish times.

**Work Location**: Nailsea, North Somerset

The aim of Nailsea and District Community Transport is to improve the quality of life for those in our community who would otherwise be isolated and provide opportunities for like-minded members of the community to come together to find friendship and company. The team comprises of approximately 5 part time drivers, 4 office staff and around 20 volunteers operating 11 minibuses.

We are a not-for-profit organisation. All funds are used to provide a subsidised fully accessible minibus door-to-door service for passengers who are older, frail vulnerable or have disability that makes public transport difficult or impossible.

We have approx. 500 members across the northern half of North Somerset and are a lifeline to residents in this community who would otherwise be isolated. Those services include local shopping trips, transport for health care and day trips out to various locations, including the coast, garden centres, pubs, and restaurants.

**The Opportunity**:
We are looking for a capable, friendly and empathetic person that is willing to work as a team member in the team of 4 existing part time staff. The core tasks, common to all staff, is to answer phone calls from the members and ensure that they have been booked onto the computer system. This requires an eye for detail and a flexible attitude in what they do. The person also has responsibility for the **financial admin processes of the organisation** such as Payroll using a Xero database, invoice reconciliation and payment, Sum Up and bank account reconciliation, Petty cash etc and will suit someone with previous finance admin experience and experience of Xero database. In addition, the person will also maintain staff holiday records and process DBS checks.

**General**
- Working with all other staff to provide the day-to-day business of providing services to the members.
- General office administration
- Carry out start of day and end of day procedures as and when required
- Maintain Booking system for Shopping, Dial-A-Rides, Trips, Hire and MiDAS, ensure jobs covered
- Liaise with officer co-ordinator on logistics and work capacities
- Provide cover for other departments where required

**Administration**
- Update and maintain accurate client records on all systems
- Provide quotations
- Purchase office supplies
- Produce monthly membership statistical data for the Trustees report and financial forecasts.
- Assist other staff to produce and send out a newsletter to members 3 times a year.
- Administer staff Payroll on a Xero database

**Finance**
- Process daily job sheets and reconcile payments, this may involve taking payments over the phone.
- Handle payment transactions and takings
- Issue refunds
- Record fuel receipts.
- Reconcile Sum Up daily report, recording entries onto Xero and reconciling Xero to CAF Bank.
- Process purchase invoices, and payments in Xero & CAF bank
- Pay money into bank when required
- Produce sales invoice monthly
- Process volunteer expenses and balancing of Petty Cash.
- Preparation of Trustees Service Report and Financial Forecast Report for Trustees
- Liaise with accountant for preparation of year end accounts

**HR**
- Update staff details on Xero for Payroll, including leavers etc
- Maintain staff holiday records and employee records.
- Process and maintain staff DBS checks for staff & volunteers
- Assist with on boarding of new staff and volunteers.

**Joint Responsibilities**

Teamwork is essential to the smooth running of the organisation and all members of staff are required to play an active part to ensure that the requirements of service provision and good practice are delivered.

Staff are required to comply with all organisational policies and procedures and co-operate to ensure that **NDCT** meets the requirements of contracts and other funding arrangements.

This job description sets out the main duties of the post when it was drawn up. These may vary from time to time without changing the general character of the post or the level of responsibility entailed. It is expected therefore that the post holder will undertake any other duties commensurate with achieving successful operations.

**Job Type**: Part-time
Part-time hours: 28 per week

**Salary**: From £23,835.00 per year

**Benefits**:

- Casual dress
- Company pension
- Free parking
- On-site parking
- Sick pay

Schedule:

- Monday to Friday

Ability to commute/relocate:

- Bristol: reliably commute or plan to relocate before starting work (required)

**Experience**:

- Administrative: 2 years (required)

Work Location: In person

Reference ID: AF23

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