Finance and Operations Coordinator

8 months ago

London, United Kingdom Lewisham Music Full time

Lewisham Music are looking to recruit a Finance and Operations Coordinator. This is an exciting opportunity to join Lewisham Music as we continue to build our vibrant programme of diverse musical opportunities for young people in schools and community settings across the Borough of Lewisham.

Working in the core office team the Finance and Operations Coordinator will coordinate efficient processes with regards to the human resources, programme operations and the financial administration of the charity. Reporting to the Director of Business and Operations, they will provide excellent support with key objectives such as administering end-to-end recruitment of staff; timetabling and communicating with schools and Music Tutors to support school programme logistics; running monthly payroll and pensions processes and assistance with purchasing and invoicing.

**KEY RESPONSIBILITIES AND DUTIES**

**Finance and Payroll**
- Ensure excellent ongoing financial administration through credit control and the raising of invoices to schools, funders and individuals.
- Use XERO financial software to reconcile bank transactions and support ongoing financial tracking and modelling.
- Support Lewisham Music managers through the creation of income and funder reports to the relevant programme coordinator/manager.
- Offer excellent customer service to schools, parents and carers in relation to payment and invoice queries.
- Ensure correct monthly payments for staff through the collation and processing of staff timesheets and expense claims.
- Administration of the charity’s pension schemes.

**Human Resources**
- Manage the creation of starters and leavers within the payroll system, processing P45s, P60s and HMRC forms, as well as ensuring correct payments relating to paternity/maternity leave.
- Ensure full legal compliance for staff through the administration of DBS clearances, ID and Right to Work in the UK checks.
- Tracking staff safeguarding training and safeguarding-related declarations and paperwork.
- Logging staff absences and sickness certificates.
- Effective maintenance of the Staff Record system, including pro-actively keepingdata up-to-date.

**School Programmes**
- Support the Schools Music Leader with the coordination of school programmes, including overseeing school timetabling, and liaising with Music Tutors and schools.
- Develop efficiencies in the school timetabling, invoicing and payroll process.
- Facilitate communication between Music Tutors and schools to support the smooth running of programmes on an ongoing basis, as well as dealing with any issues on a daily basis (for example if staff are absent).
- Chase and collate data from Music Tutors and schools to support our annual data Return to Arts Council England.

**PERSON SPECIFICATION**

**Qualifications**

Essential
- **Minimum of Grade C/4 in GCSE English** (or equivalent).
- **Minimum of Grade C/4 in GCSE Maths** (or equivalent).

Desirable
- Certificate of Higher Education in arts admin, management/business or HR.
- Diploma/Degree in arts admin, management/business or HR.
- Other Arts admin/arts management or business/finance/HR qualification.

**Experience and knowledge**

Essential
- Previous experience of working in a team within a finance and/or HR team in a busy office environment.
- Financial administration experience (i.e. payroll administration, sales invoicing, credit control and bank reconciliations).
- Experience with complex data input, utilising databases, spreadsheets and/or other management systems.Desirable
- Experience in a similar organisation (i.e. education, charity, arts or community).
- Experience using Xero or other financial software.
- Customer service/customer-facing experience.

**Skills and personal characteristics**
- Excellent verbal and written communication skills.
- Fluent spoken and written English.
- Approachable, respectful and calm, especially in relation to customer service.
- Excellent IT skills, particularly Microsoft Office and databases.
- Excellent numeracy skills.
- Highly organised and methodical.
- An ability to self-organise, balance conflicting demands and prioritise workload effectively.
- An ability to be self-motivated to work on own initiative.
- An all-round excellent attention to detail.
- Ability to work productively within a team and build positive internal and externalrelationships.
- An enthusiasm for the arts, education or music education.
- A collaborative and inquisitive nature; someone who is not afraid to offer ideas, challenge themselves and others, and help the charity to be more efficient.
- A commitment to you own Continuing Professional Development, including being open to new ideas and ways of working.

**PLEASE APPLY VIA OUR WEBSITE**: lewishammusic.org/finance-and-operations-coordinator

**Job Type**: Part-time

Pay: From £22,700.00 per year

Expected hours: 28 per week

**Benefits**:

- Casual dress
- Company pension
- Work from home

Schedule:

- Monday to Friday

**Experie

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