Overview
We are seeking a part-time (25 hours per week to be worked flexibly as agreed with successful candidate) Finance & Administration Manager to join our friendly team and manage the charity’s finance and administration functions.
The ideal candidate will hold or will be working towards ACA/ACCA/CIMA qualifications or have an equivalent level of knowledge. At least 5 years’ experience in a similar role is necessary. This role requires excellent Excel skills and experience in producing high-quality financial information using a range of Microsoft software, Xero accounting software (or similar) and familiarity with online banking systems. This is the only dedicated finance role in the organisation and as such, the duties vary from day-to-day operational processing of finances to strategic financial reporting.
The administration management aspects of this role will require the postholder to support the Chief Executive to deliver a variety of objectives including HR, Health & Safety and IT to ensure that there are efficient and effective systems, processes and policies in place to support our people and projects. The ideal candidate will be highly organised and methodical in their approach. They will have excellent time management and prioritisation skills, with the flexibility to respond to changing needs in a dynamic working environment. The role requires excellent communication skills, with the ideal candidate having the ability to both communicate confidently with a wide range of people and to build positive relationships with colleagues, partners and stakeholders.
Responsibilities Include :
* Supporting the Chief Executive with the preparation of profit and loss statements, cashflow, budgets, forecasts, statutory accounts and annual external audit.
* Supporting the Chief Executive by preparing financial reports for the Board of Trustees.
* Supporting the Chief Executive with the development of appropriate financial control systems and ensuring that these are maintained.
* Regular update and maintenance of Xero accounting software to process, issue and track invoices, upload and process all bills for prompt payment.
* Support the Chief Executive and Senior Managers with project budgets, claims and audits for grant funded projects.
* Process grant payments for funding distributed by CVSI on behalf of partners and maintain a robust audit trail for grants processed.
* Maintain an audit trail of all receipts and payments on Xero.
* Reconcile accounts receivable and pursue overdue payments.
* Manage client billing and supplier queries.
* Monthly reconciliation of bank/credit accounts for CVS Inverclyde.
* Manage the finance inbox ensuring that all queries are addressed in a timely manner.
* Processing of all BACS payments.
* Post journal entries at year end in preparation for audit.
* Process final payroll output (outsourced) into finance system, ensuring that net wages, PAYE and pension contributions reconcile to payroll records.
* Monthly collating and reporting of payroll (outsourced) including preparation of expense reports.
* Maintaining accurate records of grant funding, implementing measures to track spend against budget, to prepare and submit financial claims and liaising with staff to ensure monitoring and reporting requirements are met.
* Ensuring all financial and compliance regulations are met.
* Assist the Chief Executive and/or senior managers to prepare, monitor and manage budgets and financial reports and evidence for funders.
Administrative Responsibilities:
* Supporting the Chief Executive by delivering a variety of objectives including HR and IT (outsourced functions) to ensure that there are efficient and effective systems, processes and policies in place to support our people and projects.
* Oversight of the organisations Health & Safety obligations
* Supporting the Chief Executive with operational and administrative tasks including Board administration.
* Support the administration of a range of email mailboxes into the organisation.
* Administration of training enquiries, bookings, invoices and follow up.
* Maintaining records supporting the final stages of implementation of a CRM system.
* Maintaining accurate records (asset register, tools, subscriptions, passwords) to support the smooth functioning of the organisation.
* Assisting with recruitment and induction of staff as directed by the Chief Executive and senior management team.
* To act as a data administrator, collecting, reviewing and analysing of data to support effective performance management and reporting.
* Assisting with the annual renewal of external contracts (e.g., insurance) ensuring the organisation achieves best value.
* Annual reporting requirements to OSCR and Companies House.
Applicants are requested to send a CV and Covering Letter outlining their suitability for the role.
The closing date is 19th March 2025 at 5pm
* Initial interviews will take place via Teams on Tuesday 25th March 2025.
* Second interviews will take place on Tuesday 2nd April 2025
NO AGENCIES PLEASE