Finance and Administration Officer

INFORMATION & APPLICATION PACK FOR CANDIDATES FOR THEPOST OF YOUTHLIFE Finance and administration officer
**JOB TITLE: Youthlife finance and administration officer**

**REPORTING TO: Manager**

**RESPONSIBLE TO**: Youthlife Board of Directors

**CONTRACTED HOURS**: 12 Hours per week (Office hours 2-6pm; working hours flexible to meet requirements of the organisation)

**SALARY: £21,369 (Pro rata)**

**Main Purpose**:
The ethos of Youthlife “Supporting children, young people and their families though bereavement, loss and separation”
**Job Purpose**:To provide an efficient and effective accounting and administrative support service to Youthlife manager and Board of Directors. The administrator will work with a wide range of people including vulnerable children therefore having a warm, positive and friendly personality is a key requirement. **Job Brief**:
We are looking for a Finance and administration Officer to take charge of the financial health of our company by administering accounting operations to meet legal requirements.

This role will also help provide a central point of reception for all communication and new referrals to Youthlife. Working with the referral administrator you will need to ensure that referrals are followed up in a timely and appropriate manner and, in collaboration with the manager, staff and therapeutic team, to organise effective therapeutic support for children and young people aged 5-25.

This role requires the post holder to work in a flexible, enthusiastic, professional and committed manner and be willing to place relationships with people, whether trustees, staff, clients, volunteers as a key priority. He/she will require excellent communication skills, demonstrate empathy towards vulnerable young people and, be well organised.

**Main duties and Responsibilities**
**Financial**: **To implement and adhere to the financial policies and procedures of Youthlife**
- To maintain all accounting records including bank reconciliations, payments journal and purchase ledger relating to the organisation.
- To maintain the computerised recording of financial transactions and keep accurate records for all daily transactions
- To operate the PAYE system including calculation of salaries for all staff, completion of quarterly returns and the necessary payments to inland revenue and completion of annual returns.
- To be responsible for submitting financial claims and associated documentation related to these financial/funding claims within the required deadlines/ Oversee and reconcile all financial draw-downs for funding claims.
- Responsible for all income, recording, safe keeping and making regular bank lodgements.
- To process all documentation relating to invoices and statements, expenses and orders placed.
- In conjunction with the manager liaise with funders as required
- To ensure that financial reports, expense forms and invoiced are forwarded for approval to the manager in a timely manor.
- The post holder will, on request provide administrative, financial submissions and business cases.
- Prepare a monthly financial report for, and may be required to present this to the management committee and manager at the board of directors meetings.
- Work with accountant in preparation of annual account returns
- Monitor and inform the manager about underspend or overspend within the guidelines of the letter of offer and within the timelines set by funder. Produce monthly detail spend v budget to ensure projects are on target and to the expectations of the funder.
- Be responsible for the preparation of any financial reports as requested to assist with the planning/growth decisions for the organisation going forward as requested by management and funders.
- To be available when required to attend meetings, prepare minutes and related documentation and ensure accurate and timely distribution. To also provide any reports relevant to inform discussions at meetings.
- To assist the organisation of functions, events and activities when required.
- To administer and record all petty cash transactions

**Administration**
- To gain a working knowledge of the principals, structures and ethos of Youthlife.
- To prepare promotional literature and related materials that will provide information of all the organisation’s activities, collate information and develop a regular community bulletin/leaflet as requested by the Manager.
- Prepare letters, documents, minutes as required.
- Be responsible for the maintenance and update of the organisations web-site and social media sites.
- Prepare a monthly staff report to the Manager on work/progress of work undertaken during that month to be presented to management committee at monthly meetings.
- Operate booking system for room rental, programmes and services.
- To create and maintain good working relations within the organisation, members, fellow employees and clients
- To monitor stock and administrative supplies and order appropriate replacements whe