Financial Administrator

6 days ago

Malvern, United Kingdom Malvern Youth and Community Trust Full time

**Financial Administrator**

**Location**:Malvern Cube, Albert Road North, Malvern, Worcestershire, WR14 2YF.

Malvern Cube is a Community and Arts Centre, run by the charity Malvern Youth and Community Trust. Malvern Cube has 6 multiuse spaces that are hired to groups and individuals for a wide range of purposes, including courses, talks, training, therapy and activities, taking place seven days a week. The Garden Café is open to the public Monday - Friday. Malvern Cube also hosts art exhibitions, music gigs, theatre performances, festivals. A community garden surrounds the building, with a car park to the rear.

**Reports to**:Centre Manager

**Hours**: 25 hours per week, 5 hours a day Monday - Friday

**Renumeration**:£25,800 PRO RATA

**Job Purpose**

To work with the Manager to maximise the occupancy and income of Malvern Cube and ensure best value for money when making purchases on behalf of the Charity.

To liaise with MYCT’s accountant to ensure that finance records are kept up to date in the required format, to achieve the swift and seamless compilation of end of year financial accounts.

To work with the Treasurer and Centre Manager to prepare reports for the Trustee Board

To deputise for the Centre Manager during leave periods and as required.

This role requires absolute levels of trust and confidentiality as financial and human resources administration are integral parts of the job. Duties include direct access to the bank account, handling money, and managing salary payments and records.

**Job Role**
- **Financial Reporting**:

- To keep accurate accounts in line with the requirements of the accountant, using Malvern Cube’s accounting system (Quickbooks Online)
- To generate accounting reports to support the Manager, as required and particularly in relation to the financial viability of Malvern Cube operations (café, events, room hire)
- **Financial Analysis**:

- To support the Centre Manager in analysing break even points, surpluses and losses of Malvern Cube’s functions: room hire / Garden Café /events, and to, explore ways of developing sustainability of each area of income.
- To prepare information for auditors / accountants as required
- **Grant Funding**:

- To ensure promised grant income is received and generate receipts as required
- To assist in the financial management of larger projects through setting up systems (using Quickbooks where appropriate) for recording budgets and monitoring receipt of grants and payment of invoices.
- Support the Centre Manager in ensuring that agreed budget parameters are adhered to
- To manage petty cash, including recording receipts and monitoring spend
- To keep accurate records of all expenditure and work in line with budget parameters.
- **Invoicing and Bill Payments**:

- To generate and send out invoices as required for room hire and events, ensure they are paid within agreed time frame, chase if overdue, (adding relevant charges and fees if necessary)
- To pay invoices and bills, and pay monthly HMRC payments, as calculated by the accountant
- **Banking**:

- To reconcile payment of invoices with the bank
- To manage the bank balance and monitor cash flow
- To take cash to the bank as required
- **Financial Support for the Café and Bar**:

- To work with the Centre Manager, and Café and Bar Managers to identify areas that are working well and areas where changes could be made to improve financial viability
- To support the bar and café managers with organisation of electronic point of sale systems
- To ensure that both the Café and the Bar have the correct floats, suitable change in till, reconcile daily takings, record cash takings and prepare for banking
- To work with the Bar and Café Managers to undertake accurate stock controls
- **Management cover**:

- To deputise for the Centre Manager during leave periods and as required.
- **Human Resources**:

- To support the Centre Manager in maintaining accurate records of staff sickness / annual leave / unpaid leave to ensure that wages are accurately calculated each month
- To ensure correct net payroll figures and action payment of staff wages, tax and NI to HMRC, all in required timescales
- Monitoring pension payments
- Managing zero hours contracts spreadsheets
- **Office Support and supervision**:

- To support the Centre Manager and Trustees in the organisation of Sharepoint, the online file directory for MYCT.
- To supervise volunteers undertaking finance related tasks.
- To answer the telephone and deal with general enquiries as required
- To maintain paper and electronic files (invoices, banking, governance etc.)
- To manage petty cash including recording receipts and monitoring spend
- To order stock as required, helping to source best value for money.
- **Governance Support**:

- To meet with the Treasurer, prepare financial information and generate reports for trustee meetings (e.g. income and expenditure)
- To prepare documentation as required in relation to tax &

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