portfolio administrator Oxford, England
Job description
Finance Administrator
Job description
Contract: Full time. Permanent.
Salary: £23,000- £25,000 FTE
Location: Oxford office with the possibility to work flexibly and hybrid.
Responsible to: Operations Director
Responsible for: Assisting with Financial Tasks
Closing date: 16 August 2023
Interviews: 21-25 August
Background
Freshwater Habitats Trust (FHT) is the UK’s leading charity for all freshwaters. We are a friendly, evidence-based conservation charity that works to protect UK and European freshwater wildlife through practical and innovative nature conservation projects.
Our organisation is well respected nationally and internationally, and we work with a network of statutory, NGO and private partners both in the UK and Europe. Freshwater Habitats Trust was originally founded in 1988 (as Pond Conservation) and has a substantial track-record of originating new ideas through research in freshwater biodiversity conservation to inform and drive our practical conservation and policy work.
FHT is based in Oxford, with key regional hubs in the North of England and the New Forest. However, we work nationally with practical projects throughout the Midlands and in other locations throughout England, and out-posted staff based in Cornwall and Wales. We also work with partners on research and policy projects in the UK and internationally. Since 2017 we have seconded staff to the Newt Conservation Partnership (NCP), a new community-benefit society established by NatureSpace, Amphibian and Reptile Conservation (ARC) and FHT, to create and manage habitats for the NatureSpace District Licensing scheme for great crested newts.
FHT operates mainly by running projects of variable size, length and duration to protect and enhance freshwater biodiversity. The income generated maintains core activities including fundraising and communications. Individual project budgets vary from a few thousand pounds to £1-2 million, the latter typically running on 1–3-year cycles. For further information on our project and activities, see: https://freshwaterhabitats.org.uk/
Role
The Finance Assistant will provide financial and general administration support for Freshwater Habitats Trust’s office and project-based staff. Approximately 2/3rd of the job will be financial administration and 1/3rd general administration work.
Key responsibilities
Finance support, which includes:
- Sales ledger
- Purchase ledger
- Credit control
- Supplier payments
- Management reporting
- Supporting the Finance Manager with financial administration e.g. finance spreadsheets/online accounting/invoicing and bank payments.
Project support, which includes:
- Helping with collecting information for making claims
- Contributing to the production of documents for publication
- Website updates
- Coordinating dissemination of project information
- Data management and supporting the implementation of information management systems
- Supporting volunteer coordination, including recruitment and liaison
- Supporting the implementation of project communication plans
- Proofreading documents.
General administration:
- Assisting Office Manager with facilities management
- Acting as first point of contact for general telephone and email enquiries
- Sourcing and organising equipment, meetings and training courses including minute taking
- Coordinating diaries of team members
- Coordinating ‘Pond Book’/water testing kit orders
Additional general responsibilities for the post holder
- Help to build a positive relationship between Freshwater Habitats Trust and its partners.
- Work closely and constructively with your manager and colleagues in all areas of your responsibility.
- Undertake other duties as the Senior Management Team may from time to time require.
Competencies
Qualifications
- Educated at A-level, or equivalent training of work experience.
Knowledge and experience
Essential
- Have at least 2 years’ experience of book-keeping or accounts management
- Have sound knowledge of QuickBooks or similar software
- Have excellent verbal and written communication skills with the highest attention to detail levels
- Strong numerical understanding
- Knowledge and experience of using MS Office programs, particularly Excel,
- Enjoy working as part of a team and have a desire to build strong relationships within the team
- As part of a small finance function you will have a willingness and desire to learn and understand the roles of others to both enhance your knowledge and act as support in the event of team absences.
- Experience of putting together backing evidence for project claims
Desirable:
- Have experience with DonorStartegy and Filemaker,
- Have experience managing petty cash
- Have experience of minute taking
- Have experience with supporting financial audit
- Have experience communicating with corporate sponsors
- Experience of creating gift aid reports and sending them to HMRC
Personal qualities
- Ability to manage workload and meet deadlines.
- Team orientated and comfortable working with a wide range of partners.
- Good verbal and written communication skills
- Good interpersonal skills - approachable, professional and courteous.
- Attention to detail.
- Creative and able to spot opportunities.
- Ability to work independently and as part of a team.
What we have to offer
At Freshwater Habitats Trust we value employees' unique views and encourage them to develop their interests. Besides paying a competitive salary, we also offer the following benefits:
- The option to work flexibly, including hybrid or remote working
- 35-hour week
- 25 days of annual leave plus bank holidays
- Pension with 6% employer contribution
- Mobile phone allowance
- Free eye tests
- Free Employee Assistance Program
- Mileage pay.
Job Types: Part-time, Permanent
Part-time hours: 25 per week
Salary: £23,000.00-£25,000.00 per year
Benefits:
- Flexitime
- Health & wellbeing programme
Schedule:
- Monday to Friday
- No weekends
Work Location: In person
