Finance & Team Administrator Remote
Job description
Helpforce are seeking and Finance and Team Administrator to provide finance and operational and support to the Finance and Operations Director and other administrative functions within the organisation. Working remotely, you will provide administration and organisation support across Helpforce to ensure all functions work efficiently together; setting the service level standard as the first point of contact for the charity dealing with a range of queries.
This is a part-time role, 3-4 days per week and based remotely – we work in an agile, flexible way, so are happy to discuss working hours depending on your needs. The team meet monthly in the London office.
We are the charity with a mission to accelerate the growth and impact of volunteering in health and care. Launched in 2017, Helpforce partners with the NHS and other health and care organisations to help develop volunteering projects, increase volunteering opportunities, and prove the impact they make. We help capture data at the front line, and share the resulting insights and impact to help build a strong case to persuade leaders to invest further in volunteering.
Duties and Responsibilities:
Finance
- Posting invoices
- Managing payment runs
- Raising sales invoices
- Setting up expense payment runs
- Ensuring correct VAT treatment when raising and posting invoices
- Preparing bank reconciliations and summaries
- Supporting the administration of staff pensions
- Collating paperwork for outward and inward grants
Administration
- Monitoring and managing the Reception inbox, responding to queries from and forwarding other requests appropriately
- Providing general administrative support to the SMT and team as requested
- Liaise with the Data Protection Officer and be the point of contact for GDPR within the team
- Creating induction/onboarding plans for new team members
- Issuing equipment to new team members
- Offboarding team members and returning equipment
- General office management
- Organising travel and accommodation
- Maintaining and updating Breathe HR system with equipment and training
- Maintaining list of policies and ensuring they are accessible to the team
- Supporting the team with creation of documents, spreadsheets and presentations
- Dealing with suppliers (e.g. mobile phones, subscriptions, software etc)
- Manage team recognition (e.g. birthday cards, special events, thank yous etc)
Governance
- Coordinate and book meetings for the Board, Finance & Audit Committee and Nominations Committee
- Updating action logs
- Provide administrative support as required by the Chair and Trustees
Events
- Booking venues for regular team meetings and other Helpforce events
- Responsible for booking suppliers for events (e.g. catering, audio, photographers etc)
- Participate in the organisation of the Helpforce Champions Awards and other in-person events
- Support with tech for online events
- Provide support with event management at in-person events
Skills and Experience required
GCSE and A level or equivalent- AAT qualification as a minimum
- Experience of accounting and accounting systems in particular; accounts payable, accounts receivable and cash and bank reconciliations, plus MS Office 360
- Understanding of correct VAT treatment when raising and posting invoices
- Structured, project management approach to all responsibilities, and seek out new opportunities to help the Helpforce leadership and team work more effectively.
- Knowledge of keeping practises, systems and procedures under ongoing review
- Excellent written and verbal communication skills, including proof-reading and minute taking
- Strong communications skills with a range of stakeholders
- Skilled with administrative tasks
- High level of computer literacy
- Experienced in building strong relationships with a range of stakeholders (internal and external)
- Experience of drafting correspondence and other documents with accuracy
- Experienced in supporting a virtual team; Self motivated and happy to work from home
- Working with discretion, especially when the role will involve being a conduit across the organisation.
- Experience of working within the health and care or non-profit sector desirable.
Working hours, 3-4 days per week (days and start/finish time is flexible), benefits include flexible working; 25 days holiday + bank holidays (pro-rata); Parental Leave; Employee Assistance Programme; The People’s Pension Scheme; Death in Service benefits; Cycle to work scheme; eye care vouchers; Staff discount at London office. Salary will be pro-rata based on agreed hours.
Equality and Diversity
Helpforce encourages applications from all backgrounds, communities and industries. We're committed to having a team that has diverse skills, experiences and abilities. We actively encourage BAME and disabled applicants and value the positive impact that difference has on our organisation. We are committed to equality and diversity within our workforce and all opportunities provided by Helpforce.
TO APPLY
Please include a covering letter and CV to tell us about your interest and fit for the role and for Helpforce. Closing date Friday 26th May; 1st Interview week 12th June (we will inform you if there are any alterations to the timeline)
For further information, please see our website https://helpforce.community
