Junior Finance and Administrative Assistant Job description

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1 Junior Finance and Administrative Assistant Job description 1. Main purpose of the job The Junior Finance and Administration Assistant will assist the Finance Manager and the Database Administrator in the running of day to day accounting and administrative tasks including inputting into Sage Line 50 accounting software and Donorflex database. To be an active part of the Finance and Administration team contributing to team meetings, strategy and day to day running of the organisation. 2. Position of organisation Reports to: Responsible for: Finance Manager N/A Main relationships: Direct contacts: Reference points: 3. Brief description of directorate Internal: Finance and Administration team, Fundraising Directorate members, House staff, Head Office team. External: Members of the public, volunteers, external financial agencies and suppliers. Database Administrator Members of the general public, donors, supporters, The Sick Children s Trust volunteers, external agencies and suppliers. The Finance Directorate develops implements and delivers an effective financial accounting function in order for the charity to achieve agreed annual objectives. It also forms part of the overall strategy to maximise our efficiency, and raise the profile of The Sick Children s Trust. The Directorate is responsible for developing and implementing cost effective financial systems and establishing and maintaining effective working relationships with all staff in relation to the management of their financial affairs. The Finance Manager provides input into local operational and strategic plans and maintains high quality financial accounting processes. 4. Scope of the job A. B. C. Provide effective assistance to the Finance and Administration team, act as an interface between Finance and Admin and all staff on financial and administration matters Be an effective team member working to realistic deadlines and expected standards To act as an important front facing team member, ensuring all communication contact complies with SCT policy and guidelines

2 D. E. Increase awareness of The SCT to its maximum potential according to the principles and objectives of the organisation Keep accurate records and be responsible for all personal administration, data entry, filing and financial reports. 5. Duties and responsibilities A. Provide effective assistance to the Finance and Administration team, act as an interface between Finance and Admin and all staff on financial and administration matters To process all Regular Giving, house donations and expenditure and Just Giving and Virgin Giving transactions through the charity s accounting system; ensuring that receipts and payments are processed in accordance with SCT s procedures and that coding and costing are accurate and appropriate Assist with the purchase ledger, the organisation and processing of invoices for prompt payment, ensuring all paperwork has been completed correctly To assist with the management and maintenance of all financial information i.e. daybook, petty cash and house information spreadsheets To assist with the maintenance of the accounting system on Sage, ensuring transactions are correctly posted and completed in line with month end procedures To assist in the preparation of monthly management accounts, and investigating variances with budget holders To assist with the preparation of financial reporting required for quarterly trustee meetings To assist with the annual external audit process To assist with data donor entry on the Donor Flex system ensuring accuracy To undertake filing in association with all finance and administrative documentation To carry out the ordering of stationery ensuring stock levels are at the required level To manage and monitor the administration of The SCT merchandise system To undertake the travel management of staff when required B. C. D. Be an effective team member working to realistic deadlines and expected standards Ensure all financial documentation is completed and implemented to achieve agreed targets, delivered to deadline Provide regular reports for the Finance Manager Manage your workload, ensuring systems are set up and adhered to and that all work is of a consistently high quality. To act as an important front facing team member, ensuring all communication contact complies with SCT policy and guidelines Liaise with the house staff team verify information on House Information sheets Answer telephone enquiries from a wide variety of contacts ensuring all messages are forwarded/actioned efficiently Be the main point of contact for The SCT s IT support dealing with problems thoroughly Ensure and maintain confidentiality of all appropriate communications and documentation Increase awareness of The SCT to its maximum potential according to the principles and objectives of the organisation Ensure that all work you undertake is kept up to date and, in keeping with the aims of the organisation, current activities and branding guidelines.

3 E. Keep accurate records and be responsible for all personal administration, data entry, filing and financial reports. Take responsibility for own administration, including filing, letters and handling a range of telephone enquiries Maintain accurate and up-to-date records using agreed systems, including database. Arrange visits to Homes from Home from time to time to assist with financial audit purposes. 6. General responsibilities Be a positive ambassador for The Sick Children s Trust. Adopt a personal style that enhances the reputation of The Sick Children s Trust and fosters respectful and professional working relationships. Contribute positively to team working within the charity and to implementing organisational objectives. Be flexible within the broad remit of the post. Take direction on projects and priorities from your line manager, which may vary from time to time. Abide by organisational policies and practices, including the equal opportunities policy and code of conduct. Ensure that The Sick Children s Trust s UK brand values are fulfilled in activities undertaken. Maximise The Sick Children s Trust s UK resources by building and maintaining effective interdepartmental relationships.

4 Junior Finance and Administrative Assistant Person specification Experience Skills, abilities and personal attributes Knowledge Education/ Training Demonstrable experience of working in an accounting environment. Possesses the finance administration and numerical skills to work flexibly and collaboratively providing support to the Finance Manager within a busy office environment Experience of managing own workload effectively and planning and organising work to meet deadlines. Experience of high levels accuracy and meticulous attention to detail, and enjoys following processes and getting things right. Experience of strong communication and relationship building skills to liaise with a wide range of people, both internal and external to the organisation Experience of dealing with and managing situations that may change at short notice in a calm and methodical manner Experience of working effectively without close supervision dealing with problems as they arise. Able to take responsibility for delivering against objectives and is keen to learn Able to maintain, accurate and up to date records on our databases. Ability to communicate clearly with people at all levels. Ability to see tasks through from start to finish, even when they are repetitive and routine Able to develop positive working relationships with a range of people internally and externally. Able to work as part of a team. Experience of using Sage Line 50 Accounting software. IT Literate. Experience of Microsoft Office software; in particular Word, PowerPoint, Excel and Outlook. Understanding of general financial principles. Knowledge of databases, preferably Donor Flex. Educated up to at least A level/nvq or equivalent. Essential Desirable Other Commitment to working outside of normal office

5 requirements hours, when the job requires this. With a willingness to travel. Willingness to take accountability for own actions in the delivery of objectives. Willingness to develop an understanding of disability issues. Commitment to working within the principles of equal opportunities. Empathy with the aims, goals and values of the charity, and a commitment to support delivery to meet these.

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