Finance Administrator

Our client, an organisation in the not-for profit space is seeking a Financial Administrator to join their team. This is a part-time position requiring 3 days a week.

The Financial Administrator will work closely with the Organisation and its finance team to monitor, record and administer the financial activities of two charitable entities. The role is responsible for maintaining accurate financial records, ensuring timely processing of financial transactions, supporting financial reporting and budgeting, and assisting with the day-to-day financial and administrative operations of the Organisation.

The successful candidate will demonstrate a high level of accuracy, organisation and initiative, together with an appreciation of the Organisation’s traditions, values and charitable purpose.

Key Responsibilities

Financial Administration

• Ensure that all financial transactions are accurately recorded and payments are processed in a timely manner.
• Prepare and process supplier invoices, monitor outstanding invoices and follow up as required.
• Prepare and submit annual VAT returns and other relevant tax or revenue-related returns in accordance with applicable statutory requirements.
• Prepare and process general ledger journals.
• Liaise with Provinces and Communities regarding funding, budgets and financial allocations, ensuring compliance with the Organisation’s disbursement policies.
• Maintain accurate and up-to-date financial records for both charitable entities.

Banking and Reconciliation

• Manage day-to-day banking requirements, including online banking, electronic transfers, lodgements and other banking transactions.
• Complete bank reconciliations regularly, including month-end reconciliations.
• Investigate and resolve discrepancies in a timely manner.

Accounting Systems and Records

• Maintain the accounting records for both entities using the Organisation’s accounting software, currently Sage 50 Cloud Accounting.
• Ensure that financial information is recorded accurately and that supporting documentation is appropriately maintained and filed.
• Maintain organised and accessible financial records in accordance with internal procedures and relevant regulatory requirements.

Cash Flow Management

• Monitor bank balances and cash movements to support effective cash flow management.
• Assist in monitoring the availability of funds to meet operational commitments and planned disbursements.
• Identify and communicate any potential cash flow issues to the relevant members of the finance team.

Internal Financial Reporting

• Prepare regular management accounts and financial reports within agreed deadlines.
• Investigate variances against budgets and previous periods, highlighting significant differences and providing explanations where appropriate.
• Provide accurate and timely financial information to support management decision-making.

External Financial Reporting and Compliance

• Liaise with the appointed external auditor and assist in the preparation of annual audited financial statements.
• Assist with the preparation and submission of statutory and charity-related reports as required.
• Support compliance with applicable financial reporting, taxation and charity regulatory requirements.

Budgeting

• Assist with the preparation of annual budgets for both entities, including detailed one-year budgets and summary three-year budgets.
• Liaise with relevant personnel to gather budgetary information and assumptions.
• Assist in monitoring expenditure against approved budgets and identifying significant variances.

General Administration and Support

• Assist with other finance-related activities, including insurance administration, conference-related financial matters and associated reporting.
• Undertake general day-to-day administrative duties, including maintaining filing systems, monitoring office supplies and answering telephone calls.
• Respond to queries and provide first-line support by telephone and email.
• Liaise professionally with staff, clients, suppliers and other stakeholders.
• Undertake other finance and administrative duties as required.

Qualifications and Experience

• A minimum of three years’ relevant experience, together with qualifications in Business, Finance, Accounting or a related field.
• Experience in financial administration, bookkeeping or a similar finance role.
• Experience using accounting software; experience with Sage 50 Cloud Accounting would be an advantage.
• Strong IT skills, particularly in spreadsheets, numerical calculations and cloud-based software.
• Knowledge of charitable financial reporting and regulatory requirements, or a willingness to develop this knowledge.

Organisational Values and Commitment

• Demonstrate an appreciation of and commitment to the traditions, ethos and values of the Organisation.
• Show an interest in, and willingness to learn about, the activities and charitable objectives of both entities.
• Bring initiative, energy and persistence to the role.
• Maintain a positive and constructive attitude towards learning, development and change.
• Contribute to an effective, supportive and professional working environment.

This job description outlines the principal duties and responsibilities of the Financial Administrator. It is not intended to be exhaustive, and the postholder may be required to undertake other appropriate duties consistent with the role and the needs of the Organisation.