Finance Administrator

Job description

**This is a new role within the CJA to provide comprehensive, high quality administrative support to the CJA team, with a particular focus on financial administration and charity governance.**

**About the Criminal Justice Alliance**

The CJA is a network of 170 organisations working across the criminal justice system, from prevention to policing, prisons to probation and beyond, including housing, health and victims’ services. Our members include charities, professional associations, think tanks and research bodies.

**Main tasks and responsibilities**

**Financial Administration**:

- Work with the Senior Management Team (SMT) to manage and monitor the organisation’s finances, including day-to-day bookkeeping, bank reconciliation, track and record all income and expenditure, create, log and process invoices (including annual membership invoicing) and transactions.
- Assist in the preparation of monthly management accounts, including preparing calculations of accruals, prepayments and reconciliation of balance sheet accounts.
- Prepare monthly payroll calculations.
- Assist in ensuring all financial policies and procedures are up-to-date.
- Assist in the annual audit process with external Independent Examiner; ensure that all required documentation is provided in a timely and accurate manner and assist with the preparation of the statutory accounts.
- Assist in the preparation of grant finance reports to funders.
- Set up and manage online payment mechanisms for online donations/fundraising.
- Manage bank accounts to maintain signatories, online access and payment capability.

**Charity Governance**:

- Work with the SMT to ensure that all charity governance processes are adhered to, including all filings at Charity Commission and Companies House.
- Assist in the preparation of Board and Sub-Committee papers, including quarterly accounts, cashflow forecasts, and annual budget.
- Complete GiftAid and any relevant processing to the Charity Commission.

**General administration and operations**:

- Provide support in delivering online events.
- Provide logístical support for in-person events, including membership meetings, conferences, Trustee meetings, AGM and annual awards.
- Support the SMT in the effective management of the office, including office relocation, IT systems and equipment, recruitment.
- Support the CJA team in the use of operational systems, including CRM/other databases.

**Person Specification**

**Essential**
- At least two years relevant work experience in a finance team.
- A strong understanding of financial/accounting and operational systems.
- Good working knowledge of small business-based accounting packages and sound Excel and Word experience.
- Excellent organisational and administrative skills and a proven ability to manage competing priorities.
- Ability to work flexibly as part of a small team.
- Proven commitment to equality, diversity and inclusion.
- Commitment to the vision, mission and strategic objectives of the CJA.

**Desirable**
- Relevant qualifications, e.g. AAT bookkeeping.
- Experience of working in the charity sector and knowledge of charity accounting.
- Familiarity of using Xero.
- Familiarity of using HubSpot or other CRM.
- Familiarity of using online tools, e.g Zoom, Teams.

**Key Terms and Conditions**:

- Location: Home-based with occasional in-person meetings in CJA office in London (at least once a month).
- Salary: £25,000 - £28,000 p.a. pro rata (Depending on experience)
- Normal hours: Notional hours for the purpose of calculating sick pay etc. are 35 hours a week (pro rata). However, the demands of the post occasionally require a flexible approach to timing and duration of the working day.
- Annual Leave: 175 hours (25 days per annum) pro rata and additional ‘CJA Days’ of 27-31 December inclusive.
- Pension: Currently 7% employer contribution in addition to statutory employee contribution.
- Probationary period: Six months.
- Notice period: During the probationary period you will be entitled to receive, and are required to give, at least two weeks’ notice of termination. After successful completion of the probationary period you are entitled to receive, and are required to give, three months’ notice of termination.