We are recruiting a new Company & Finance Administrator (p/t) to provide operational, administrative and financial support for the organisation and ensure the smooth and effective running of our office.
Deadline
Thursday 1 May (midnight)
How to apply
Please read the full Job Description and job pack here before applying.
Download the application form here and return it by the deadline of 1 May to vacancies@imaginate.org.uk.
Please also complete our anonymous Equalities, Diversity and Inclusion survey.
We are looking for someone who is excellent at administration, pays great attention to detail and enjoys working across a team.
Reports to: Chief Executive
Terms of employment: 3 days a week, permanent position. Preference for days between Monday to Thursday, or split across 5 days
Salary: £25,500 p.a. (pro-rata) plus 5% Employer contribution to pension
If you have any questions about this role, or have any access needs to complete the application, please email Belinda McElhinney, Chief Executive at Imaginate, or phone her on 0131 225 8050 for an informal chat.
Key Tasks and Responsibilities
You do not have to have experience in all these areas but you do need to be someone who is comfortable working with figures, enjoys working on tasks across multiple projects, can follow instructions and is excited to learn.
Finance
* Support all areas of financial management as detailed below:
* Liaise with book-keeper to ensure accurate records are kept and all accounts are up to date.
* Assist the Bookkeeper, when necessary, with the preparation of monthly financial reports on Xero.
* Co-ordinate staff annual leave and support payroll administration with the Bookkeeper.
* Provide credit control support by ensuring customer invoices due are paid and all supplier accounts are settled on time.
* Collate documents required for the annual audit of the financial accounts in conjunction with the Chief Executive.
* Maintain income and expenditure systems and processes; preparing cheques, credit card and petty cash control, credit card administration.
* Become main contact for administration for Pensions and HMRC account.
* Support the Chief Executive and other team members in producing accurate financial reports and annual accounts.
* Manage permissions to financial services, and act as authorised signatory.
Company Administration & Governance
* Maintain and monitor the company calendar (including scheduling events, meetings, planning cycles, funding application cycles, staff leave and staff cover).
* Circulate Agenda and take minutes for weekly Company Update meetings.
* Work with the Senior Producer and Chief Executive to arrange annual insurance.
* Support the Board of Directors by arranging meetings, circulating papers and other relevant information and taking minutes. Be the principal contact for OSCR and Companies house.
* Manage recruitment administration including updating staff contracts and induction of new employees into office procedures.
* Maintain company password bank.
* Maintain and update an evaluation calendar for relevant evaluation forms sent to artists and participants throughout the year.
* Monitor and compile company and project statistics for completion of annual funder’s reports.
* Green Champion, maintain quarterly carbon emission data for annual reporting.
* Other administrative duties when necessary e.g. train to be First Aid and Fire Marshall.
Office Management
* Manage the day to day running of office systems, equipment and resources, ensuring compliance with health and safety and making sure all supplies are ordered and good stocks are kept.
* IT support for staff / liaison with external IT support providers for new starters.
* Answer general phone and email enquiries, manage applications and information email inboxes.
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