Finance & Administrative Assistant
2 days ago
**Finance and Administration Assistant - Job Specification 1.7.22**
Christ’s Hospital of Abingdon is a charity dating from 1553. It incorporates other charities based in the town of Abingdon and those parts of the ancient parishes of St Helen and St Nicolas, which do not fall within the town boundary. The main object is to provide relief-in
- need for individuals and organisations within the area of benefit. This is mainly through the provision of almshouse accommodation for the elderly, but funds are also available to assist with other basic needs and education for Townsfolk.
There are thirteen voluntary Governors, and they appoint paid staff as necessary to ensure the day to day running of the Charity. The overall administration of the Charity falls to the Clerk who is responsible for overseeing that all functions of the Charity are completed. The current staff who report to the Clerk area as follows:
Finance and Administrative Assistant
Almshouse Administrator
Park Keeper
Archivist
There are 32 almshouses, gardens and a 14-acre Park. The office is based on the riverside at St Helen’s Wharf and benefits from a close location to the three almshouse sites and the local town amenities. Parking is available in Wilsham Road (walking distance) The Charity has good stable finances provided by an endowment of land and investments and managing agents provide professional services.
**The Employer**: Master and Governors of Christ’s Hospital, Abingdon.
**Job Title**: Finance and Administrative Assistant.
**Reporting to**: The Clerk to the Governors.
**General Description**:
The Finance and Admin Assistant will be responsible for supporting all of the finance and administration needs of the Charity. This will be done by liaising closely with the Clerk.
**Financial Assistance**
- Deal with supplier invoices from receipt, through authorisation, payment by BACS where possible and distribution of cheques.
- Deal with bank deposits and provide receipts as necessary.
- Deal with all creditor and debtor enquires.
- Be proficient in the use of SAGE Line 50 Accounts (Plus). Entering all invoices and payments under the correct departments and nominal codes.
- Create and enter on to SAGE bank reconciliations, monthly journal entries (including prepayments and accruals) and produce basic (Excel based) monthly management accounts in time for each Governors’ meeting.
- Create spreadsheets for analysis and monitoring of expenditure and income as required.
- Take responsibility for petty cash and its reconciliation.
- Assist with the preparation of the annual audit file, to include copying information, preparing reconciliations and analysis.
- Assist Auditors during their annual visit and ensure they are invited to the April
Governors’ meeting. Prepare any necessary papers.
- Update the (Excel) Fixed Asset Register.
- Collect and account for Ground Rent as necessary.
- Administer the collection of Weekly Maintenance Contributions (from almshouse residents). Keep meticulous records and follow up outstanding payments.
- Substitute for the Clerk on all financial matters in the event of long-term absence.
This would include payroll preparation (Basic PAYE Tools package).
**Administration Assistance**
- Take responsibility and the initiative for all routine office tasks: ordering stationery office equipment and office supplies, filing, topping up the photocopier, organising the servicing and the repair/maintenance of office equipment etc.
- Preparation of draft correspondence, make calls and arrange appointments for the Clerk as required.
- Deal with incoming and outgoing mail.
- Deal with incoming calls, and welcoming visitors to the office.
- Take responsibility for all administration in connection with the monthly Governors’ meetings; circulate agendas and other paperwork prior to meeting.
Attend meeting (with Clerk) and produce minutes.
Updates to contents page for binding of minutes. Arranging four-yearly binding of minutes of meetings.
- Organise the Almshouse Concessionary TV Licences.
- Deal with leasehold property correspondence/queries, payments and update file notes.
- Maintain the register of keys, the key cupboard and take responsibility for issuing and recording of the destination of keys. Liaise with the Almshouse Administrator regarding the issuing of keys to residents.
- Provide grant forms to sponsors. Source and order goods requested by grant applicants and liaise with applicants/sponsors to ensure delivery.
- Receive parking restriction lifting requests (for the Albert Park scheme) and liaise with parking management company to organise these.
**General Requirements**
The Finance and Admin Assistant will be expected to:
- Assist in maintaining a clean, tidy and efficient office.
- Be computer literate.
- Communicate effectively and professionally with colleagues, Governors, residents and the general public.
- Comply with the General Data Protection Regulations.
- Attend promptly to all co
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