finance admin assistant 2010 job description

7/30/2019 Finance Admin Assistant 2010 Job Description

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Finance and Admin Assistant

Reporting to: Finance and Office Manager

Hours: 16 hours per week (preferably 3 hours per day, 4 days per week)

Salary: XXX pa (inc London weighting), pro rata for 12 hours

Location: XXX

Benefits: 6% pension contribution, season ticket loan, 25 days holidays (pro rata for 12hours), bank holidays (pro rata for 12 hours). Additionally, the office closesfor the 3 days between Christmas and New Year and the postholder will bepaid for any hours usually worked on these days

Other benefits: Flexible working hours, opportunity to work extra hours at busy timeswith either paid overtime or time off in lieu at quiet times (eg over the schoolsummer holidays)

Job summary

The Finance and Admin Assistant will provide a range of reception, administration and financialadministration support to the Finance and Office Manager.

Key objectives

To support the effective running of a small, busy office through a range of reception and

administration duties.

To assist with the financial administration of the charity and with processing orders.

To represent positively and promote the charity and its work in all dealings, both internal and

external.

Key responsibilities

Reception and administration

To open, date-stamp, sort and distribute the post, and frank post for collection.

To dispatch standard information to enquirers.

To alert the Finance and Office Manager when stocks of standard information are running low and

photocopy information as required.

To assist with telephones (both live calls and voicemail messages) dealing with routine, basic

enquiries, forwarding calls to staff or their individual voicemails, and taking down and passing onmessages where necessary.

To assist with maintaining the database, transferring online entries via a spreadsheet and

undertaking data entry as time permits.

To assist with general office management eg checking supplies of stationery, copier paper and

postage for the franking machine, keeping storage areas tidy.

To assist with general reception eg overseeing fire alarm testing, organising courier collections

and deliveries, distributing and sending faxes, welcoming visitors to the office.

To provide clerical support as time permits eg copying and collating papers for meetings.


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Financial administration

To list cheques received prior to banking.

To prepare cheques for signatures.

To prepare monthly bank reconciliations.

To check BACS transactions, reconciling remittance advices with invoices.

To assist with credit control, checking aged debtors and chasing debtors for payment.

To assist with cashflow, updating the cashflow spreadsheet with actual transactions.

To assist with sales order processing, including taking credit card orders over the telephone and

providing other support to the Finance and Office Manager as needed.

To assist with archiving the finance records.

General

To attend and participate in internal meetings, as appropriate.

To develop a personal knowledge base of the work of the charity, to underpin effective support toenquirers.

To ensure that the charitys equal opportunities and diversity policies are followed through in all

aspects of work.

Person specification

E = EssentialD = Desirable

Knowledge and experience:

Experience of office and financial administration E

Experience of dealing with telephone enquiries E

Skills and abilities:

Conscientious approach and excellent attention to detail E

Flexibility and organisational skills, in order to deal with a range of tasks and E

competing demands and meet deadlines

Good telephone manner and customer care skills, able to absorb and give out E

information clearly and remain calm under pressure

Good inter-personal skills, able to work well with people at all levels, including Estaff, enquirers, customers, suppliers and visitors to the office

Good numeracy, in order to prepare bank reconciliations E

Good standard of literacy, spelling and handwriting, in order to write cheques and E

correspondence accurately and legibly, and record messages correctly

Proficient in using Microsoft Word, Excel and email E

Proficient in using the Sage finance package D

Proficient in data entry using a database D

Personal qualities:

Team player with proven ability to work on own initiative E


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finance admin assistant 2010 job description

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