Finance & Executive Assistant

3 months ago

Leigh, United Kingdom Citizens Advice Wigan Borough Full time

**Purposes of post**:
Working closely with the Senior Management Team, Board of Trustees and other colleagues across CAWB, the Finance & Executive Assistant will be a highly skilled, motivated and organised individual.

This role is varied and will include work such as administrative support, diary management, planning and coordinating events, facilitation of meetings, taking minutes, drafting reports and responding to queries. The Finance & Executive Assistant will also support our Chief Officer with finance administrative processes and reporting.

The role will require occasional working beyond 6pm and occasional Saturday working to support events

The postholder will have:

- Excellent interpersonal skills to engage with a range of internal and external stakeholders of various levels
- Excellent organisational skills with the ability to forward plan, balance priorities and coordinate activities
- The ability to adapt, prioritising deadlines and completing tasks in a fast-paced environment
- The ability to think laterally and act independently to solve problems
- Strong and confident IT skills, including typing skills, spreadsheet & production of high-quality presentations & videos
- Experience of working within a finance support role / have an AAT qualification is desirable

**Main Duties and Responsibilities**

**Finance & Executive Responsibilities**
- Assist with the preparation and collation of documentation for funding bids and other business development opportunities
- Support to ensure the relevant policies, procedures and processes are in place and reviewed, to ensure compliance with regulatory/ governance/ quality bodies
- Ensure financial administrative systems are maintained in a timely manner to allow for accurate processing of financial documents and data management
- Raise invoices and requests for payment, following up non-payment and other financial documentation in a timely manner, escalating issues promptly
- Manage the petty cash system to ensure accuracy and compliance
- Assist with the preparation and reporting of monthly payroll
- Provide administrative support to senior managers and the board of trustees, including coordinating meetings/development days and collating and disseminating documents
- Take minutes of meetings, ensuring accuracy and key decisions and actions are recorded and shared in a timely manner
- Deal with confidential information with utmost discretion and in a professional manner
- Support with staff and trustee recruitment and induction
- Assist the Chief Officer to ensure that all legal duties in respect of staff and trustee recruitment are complied with
- Assist with annual compliance requirements and preparation for periodic audits/ site visits
- Order stock as directed and help to maintain health and safety within the organisation, including reporting issues, contacting appropriate people to arrange repairs, testing etc.
- Work flexibly across the support service team, ensuring support/ cover for administrative/ other similar tasks as required

**Admin / Reception Responsibilities**
- Undertake reception and administrative duties to support the team and cover for staff absences, including (but not limited to):

- Greeting visitors/clients
- Dealing with incoming and outgoing post
- Update/maintain databases, including the CA client database
- Answering and making telephone calls, responding appropriately
- Booking client appointments and sending confirmation letters and text reminders
- Where appropriate, support clients to find information relating to their query using the public computers
- Support service development by gathering client feedback, reporting instances of dissatisfaction and maintain feedback and service monitoring databases
- Assist to maintain office tidiness by undertaking regular monitoring of displays, ensuring tidiness and disposing of out of date resources

**Key responsibilities for all roles**
- Promote the work of the Company and the Citizens Advice service and maintain good relationships with external agencies
- As a representative of the Company demonstrate professionalism at all times
- Comply with all Company policies and procedures
- Provide written and/or verbal reports to the Management team, as required
- Keep up to date with changes to legislation, case law, and policies and procedures
- Attend and actively participate in internal and external meetings as directed
- Contribute to good teamwork and maintaining effective lines of communication between all members of staff in the Company
- Identify your training and development needs relevant to your role and undertake continuing professional development, in consultation with your line manager
- Carry out any other related tasks as required to ensure that the Company’s services are efficiently and effectively provided, including provision of assistance and support to other members of the Company team.
- Demonstrate commitment in your work to the values of the Service

**We

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