Administrator and Finance Officer

**Administrator and Finance Officer**

**Responsible to**: The Project Manager of Justice First

**Hours**:16 hours per week (across 4 days)

**Location**:133 Norton Road, Stockton-on-Tees, TS18 2BG

**Salary**: £20,000 per annum pro rata + 3% pension contribution

**Contract**: **Contract**: Permanent with a six-month probationary period. All contracts are awarded on the basis of Justice First being able to secure ongoing funding.

**The Role**

The Administrator and Finance Officer will work to continue the development of the project, responsible for all office and administrative procedures and other tasks assigned by the Project

Manager.

The Administrator and Finance Officer will be proficient in the use of Sage. They will contribute to fostering a caring environment, and positive culture, supporting the administrative work of Justice

First.

It is anticipated that, as a general rule the Administrator and Finance Officer will spend four days a week in the Justice First Office, carrying out administrative duties, and acting as a first point of contact for Justice First. However, flexibility will be provided where home working is required from time to time.

**Main duties and Responsibilities**:
The role includes but is not limited to:
**Administration and Finance**
- To refer and signpost clients to both third sector and statutory service providers, where required.
- Manage and monitor financial systems at office level, including creating, confirming, and paying invoices, petty cash control, staff expenses, and the control of general cash handling where appropriate.
- Process salary payments and administer all PAYE systems.
- Manage the Justice First HMRC account, responding to notifications and ensuring it is kept up to date.
- To be responsible for accurate data input and analysis using accounting software (Sage) and other commercial systems, including processing transactions and reconciling bank statements.
- Take a leading role in payroll processing and pensions and resolving related issues and the issuing of associated notices and documents.
- Co-ordinate cash management and banking within the organisation under the direction of the

Project Manager, in particular co-ordinating and keeping secure possession of the Justice First bank cards.
- Ensure that the insurance, office subscriptions, OISC registration, photocopier, and utility contracts, are up to date and renewed on time.
- Perform general clerical duties to include, but not limited to, bookkeeping, copying, faxing, mailing, scanning, filing, and archiving.
- Create and modify documents such as invoices, reports, letters, and financial statements using word processing, spreadsheet, database and/or other presentation software such as

Microsoft Office, or other programs.
- Provide support in the preparation of the annual accounts under the direction of the Project

Manager.
- Support the Project Manager in the setting and monitoring of budgets and assist in interpreting, preparing, and monitoring related information.
- Provide administrative support to the casework team, and Project Manager where required.
- Undertake training and attend such meetings and conferences as may be deemed necessary to update knowledge and develop skills within the role.
- Keep accounts and submit to treasurer as required.
- Process and monitor, donations, and gift aid claims, and support the Secretary of the Board with associated processes and documentation.
- Support the Secretary of the Board with filing reports and notices with Companies House and the Charity Commission and take a leading role in the preparation of related information.
- Support staff in using database systems and tools.
- Record all client enquiries and interactions in the Justice First case management system

Lamplight.
- Support the casework team to ensure both client profiles and the diary are up to date in

Lamplight.
- Work with the Project Manager to improve current financial processes and monitoring.
- Support the Project Manager in the co-ordination and monitoring of the organisation’s online and social media presence.
- Maintain records of staff annual leave, volunteers’ records, insurance, contracts, Companies

House information, Charity Commissions information, and general housekeeping., under the direction of the Project Manager.
- Compile, transcribe and circulate minutes of team meetings.
- Attend, transcribe and circulate minutes of board meetings.
- Collect and maintain inventory of office equipment and supplies, including researching prices for the purchase of IT equipment, office furniture, and general supplies.
- Arrange for the annual and periodic repair and maintenance of office equipment.

**Other duties**:

- To promote, liaise and represent Justice First alongside other agencies/organisations.
- To be a point of contact for staff assisting with the collation of client details and supporting the casework team where required.
- To respect and maintain client confide