Finance Administrative Assistant

**15 hrs per week - Monday to Friday**:

- **Working days and times flexible**

Hayfield consists of three services which are registered with the Care Inspectorate to provide four small Care Homes for Adults, Day Support Services (Building based) and a Combined Housing Support / Care at Home Project.

Hayfield provides community-based specialist support services for deaf people who have additional disabilities.

Hayfield employs a workforce of over 40 skilled members of social care staff responsible for the day-to-day delivery of services which include Enhanced Housing Support and Care at Home, Care Homes and Day Services. The locations are Glasgow based and the community-based nature of these settings provides a unique opportunity for service users to develop and live as independently as possible.

The Finance / Administration Assistant role is to support the needs of the service and will be responsible, to and as directed by, the Finance / HR Manager in the first instance in order to support and manage the requirements of Hayfield Support Services:

- **Desirable skills, experience and qualities:

- **
- **Strong computer skills and typing abilities with attention to detail**:

- **Previous administrative/financial experience and office skills**:

- **Proficiency in Microsoft Office suite, particularly excel**:

- **Excellent organizational skills with the ability to multi task effectively**:

- **Familiarity with Sage Financial software, or similar financial software**:

- **Excellent phone etiquette**
- Main Duties and Responsibilities_
- Financial / Administration support as directed by Finance / HR Manager in the first instance to manage the requirements of Hayfield Support Services
- Record and maintain Hayfield’s financial activities and business transactions using Sage, Microsoft Office, Excel and Hayfield’s databases.
- Preparation of invoices in a timely and efficient manner to external funding authorities.
- Maintain purchase ledger and process all supplier invoices in preparation for payment; analyse amounts, compare delivery slips/purchase orders, obtain Manager/Director signatures, follow up discrepancies, ensure all creditors are paid within payments terms.
- Credit control checks, follow up late payments with local authorities or other external agencies.
- Assist with information/analysis to allow the preparation of profit and loss statements, balance sheets, monthly management accounts and analytical reports for Managers, Director, Board of Trustees/Directors. Annually assist with preparation of end of year accounts for the external auditor.
- Contact external agencies in relation to Service User benefits, ensure all information is up to date and accurate.
- Record and maintain fixed asset database, label new assets and ensure disposals are authorised and recorded in line with auditor requirements.
- Assisting administrative department and working as team when required to cover sickness and annual leave to provide all administrative support to Managers and their teams.
- Undertake mandatory training including Health & Safety & Fire and First Aid At Work and any other training relevant to the post. Knowing and operating at all times within the current Health and Safety at Work legislation and maintaining a safe working environment.
- Basic British Sign Language skills and a willingness to learn more - all training will be provided as required.
- Any other duties appropriate to the post and in line with the needs of Hayfield to enhance their aims and objectives
- To support and liaise with Director, Managers, Team Leader, Support Workers and other staff members as required, on a daily basis.
- Gain knowledge and assist with the introduction of any new procedures, equipment or technology.
- Manage general filing, photocopying and faxing.
- Undertake training relevant to the post
- Liaise with and assist Director, Managers, Team Leaders, Support Workers and other members of staff, as may be required, on a daily basis.
- Undertaking any other duties appropriate to the post and in line with the needs of Hayfield to enhance their aims and objectives

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

Pay: £26,236.00-£27,916.00 per year

Expected hours: 15 per week

**Benefits**:

- Casual dress
- Company events
- Company pension
- Free parking
- On-site parking
- Sick pay

Schedule:

- No weekends

Work Location: In person

Application deadline: 31/10/2024
Reference ID: Hayfadmin022022