administrative assistant Crewe, England
Job description
About us
St Paul’s Centre is an incredible and busy place to work making a crucial difference to our local community. We have a range of different services, furniture, foodbank, footwear, and other activities.
We are looking for a hard-working and enthusiastic individual to oversee our Finance, HR and general admininstration. The successful candidate will be supporting the CEO and Treasurer with budget setting and financial reporting, as well as day to day admin operations.
If this sounds like a job you’d be keen to apply for then please email [email protected] and ask for an application form.
RESPONSIBILITIES
Key responsibilities include compliance with banking, audit, and Charity Commission financial requirements. Uses QuickBooks Online, ensures accurate invoicing and payments systems. Manages the payroll. Prepares agreed budgets and Cost Centres.
Manages all aspects of HR and administration.
Financial Management
Budget
· Supports the Treasurer and CEO in the preparation of annual budgets. Works closely with the CEO to ensure the finance department is efficient and working to best practice.
· Ensures budget information is up to date and presented clearly and professionally using recognised presentation methods.
· Produces accurate timely financial information as required by the Charity, its regulators and funders.
· Sets and maintains cost centres for current and new work.
Accounting
· Manages the QuickBooks account and other systems, including, bank reconciliation, and petty cash account.
· Prepares cheques for signature as required.
· Prepares year end accounts for auditing. Is responsible for the timely submission of the Annual Accounts to Auditors
· Is responsible for the recording and monitoring of accurate financial information, and generates finance reports.
· Creates and processes invoices to ensure timely payment of debt and receipts.
· Oversees and undertakes the preparation of monthly wages, annual reporting to Inland Revenue, production of P60s and P45s as required, payment of tax and NIC to Inland Revenue when due, and payment of pension contributions when due. Plays a key role in salary review processes.
· Prepares and submits VAT returns.
· Supports fundraising activities ensuring the CEO is notified on any anticipated grant over/under spend.
· Manages and tracks expected income and expenditure including donations.
Management of Finance & Admin Assistant
· Ensure the smooth running of the Finance Department, preparing cover for sickness/holidays.
· Undertakes supervision and appraisal as per the Charity’s Policy and Procedures.
HR/Personnel
· Supports staff in the advertising of vacancies, ensures all administration is carried out and all processes followed.
· Prepares employment documents, contracts, personnel records.
· Keeps staff records up to date including recording holidays, sickness, and other forms of absence.
· Ensures all Appraisals are up to date and filed.
· Liaises with Peninsula to support departmental managers in resolving staffing issues.
· Ensures that all DBS checks are in place and new /renewed ones duly processed on time.
Administration
· Ensures that the efficient administration of the Charity’s compliance and record keeping is maintained, archived and, where needed, developed.
· Manages supplier contracts, e.g., energy, insurance, etc.
· Supplies and circulates minutes of trustee and internal communication meetings.
Other
· Attends Trustees meetings. Takes minutes at these and related finance meetings.
Person Specification
Experience
Using QuickBooks or similar accounting software - Essential
Working as a Finance manager - Essential
Experience of working at managerial level in a Charity - Desirable
Skills
Excellent written and verbal communication skills Essential
Proven ability to manage and prioritise requests working to tight timescales whilst maintaining quality - Essential
Excellent Excel and IT skills - Essential
Excellent attention to detail - Essential
Able to work as part of a team - Essential
Qualifications
AAT (Association of Accounting Technicians) qualified or higher - Essential
Recognised management qualification - Desirable
IT Qualification - Desirable
Job Type: Part-time
Part-time hours: 20 per week
Salary: Up to £15.50 per hour
Schedule:
- Monday to Friday
Work Location: In person
Application deadline: 04/08/2023
Reference ID: SP Finance
