Administration and Support Officer

3 months ago

Cardiff, United Kingdom FareShare Cymru Full time

**Job Title**: Administration & Support Officer

**Reporting to**: Finance Manager/ CFM Co-ordinator

**Salary**: £23,400 - £25,000 pro rata

**Terms**: 33 days holiday (including bank holidays) pro rata

**Hours**: 30-37.5 hours

**FareShare Cymru**

FareShare Cymru is an independent charity and part of the national FareShare U.K. network of surplus food redistribution charities. We fight food poverty by tackling food waste.

We source quality surplus food - from food retailers, manufacturers, and suppliers - engaging volunteers to redistribute to local charities and community groups that provide meals to vulnerable people (individuals who are homeless, unemployed, socially isolated, recovering from addictions). Our food is a vital lifeline for children and families, people on low incomes, people who have lost their jobs, the homeless, refugees, domestic abuse survivors, the elderly and keyworkers.

This post is a new role in response to the growth of the charity’s operations and we anticipate exciting new opportunities for further growth in the future.

**Circumstances**

Hybrid working with time split between our offices in Cardiff and home. The role may require the post holder to travel throughout Wales and attend events out of hours.

**Purpose of Post**

To support the work of the Finance Manager, Development Team and FareShare Cymru in general.

**Responsibilities**

**Finance**
- Supplier invoices - checking to purchase order or contract, coding and posting invoices into Xero Accounting software
- Staff and volunteer expenses - checking claims to policy and processing for payment in Xero Accounting software
- Supplier payments - preparing weekly payment runs and matching supplier payments in Xero accounting software
- Utility bills - monthly meter reading and submission and checking invoices received
- Bank receipts - processing monies received by cheque and BAC’s into Xero Accounting software and accurate matching to invoices
- Membership cheques - collecting cheques received in office twice a week and banking at Post Office/bank
- First point of contact for invoicing queries
- Managing Finance inbox
- Monthly accounts reports - updating monthly spreadsheets with actual costs and balancing spreadsheet to Xero report
- Month end cut-off - follow month end timetable to ensure costs are fully reflected in the correct month
- Other ad-hoc tasks using Excel spreadsheets

**Development Team Admin Support**
- Informing Community Food Members of any issues with the delivery schedule e.g. if the van is running late when the Community Food Members Lead is absent.
- Gathering relevant information/updates for CFMs each month e.g. funding opportunities, premises check reminders, cool box requests etc. and creating a monthly update
- Ensuring that eligibility and premises checks for members are completed and kept up to date
- Ensuring that six-month check ins are completed
- Ensuring that the invoicing report is kept up to date with any changes
- Research and reporting support
- Supporting lead officers where necessary

**Other**
- Communicating Cyber Essentials updates to team, updating processes, communicating changes in policies, staff training and keeping this up to date
- Ensure that the office supplies are maintained and that we get the best value supplies.
- Meeting support and administration
- Assisting in organising / at any events
- To carry out any other duties which may be necessary in the light of the main purpose of the job
- To provide cover when necessary for other members of the FareShare Cymru team

**Person Specification**

**Essential**
- Good level of English and Maths
- Experience of working as part of a team supporting and delivering projects and work plans to agreed time, cost and quality indicators
- Excellent interpersonal & communication skills, clear ability to adapt approach to a diverse range of audiences
- Willing and able to develop new skills and take on challenges
- Organised, able to meet targets and deadlines and to work under pressure
- High degree of motivation, commitment and the ability to use own initiative
- Proactive
- Commitment to the ethos of the Third Sector and the work of FareShare Cymru
- Reliable, resourceful and responsible
- High level of attention to detail and accuracy

**Desirable**
- Experience of invoice processing or accounts package such as Sage/Xero/Quick books.
- Efficient in use of Microsoft 365.

**Job Types**: Full-time, Part-time

**Salary**: £23,400.00-£25,000.00 per year

**Benefits**:

- Casual dress
- Company pension
- Free parking
- On-site parking
- Sick pay
- Work from home

Schedule:

- Monday to Friday

Ability to commute/relocate:

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

Work Location: Hybrid remote in Cardiff

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