Disclaimer: I understand that if I want a policy that reflects the latest legislation and is appropriate to my organisation, I will seek

specialist legal advice. Policies, job descriptions and person specifications are intended for guidance only and do not act as a substitute for professional advice. I understand that if my organisation decides to rely on a document obtained from the NCVO's HRBank, it does so at its own risk. Finance and Admin Assistant Reporting to: Hours: Salary: Location: Benefits: Finance and Office Manager 16 hours per week (preferably 3 hours per day, 4 days per week) XXX pa (inc London weighting), pro rata for 12 hours XXX 6% pension contribution, season ticket loan, 25 days holidays (pro rata for 12 hours), bank holidays (pro rata for 12 hours). Additionally, the office closes for the 3 days between Christmas and New Year and the postholder will be paid for any hours usually worked on these days Flexible working hours, opportunity to work extra hours at busy times with either paid overtime or time off in lieu at quiet times (eg over the school summer holidays)

Other benefits:

Job summary The Finance and Admin Assistant will provide a range of reception, administration and financial administration 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 on messages 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.

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 to enquirers. To ensure that the charitys equal opportunities and diversity policies are followed through in all aspects of work.

Person specification E = Essential D = Desirable Knowledge and experience: Experience of office and financial administration Experience of dealing with telephone enquiries E E

Skills and abilities: Conscientious approach and excellent attention to detail Flexibility and organisational skills, in order to deal with a range of tasks and competing demands and meet deadlines Good telephone manner and customer care skills, able to absorb and give out information clearly and remain calm under pressure Good inter-personal skills, able to work well with people at all levels, including staff, enquirers, customers, suppliers and visitors to the office Good numeracy, in order to prepare bank reconciliations Good standard of literacy, spelling and handwriting, in order to write cheques and correspondence accurately and legibly, and record messages correctly Proficient in using Microsoft Word, Excel and email Proficient in using the Sage finance package Proficient in data entry using a database E E E E E E E D D

Personal qualities: Team player with proven ability to work on own initiative E

Ability to maintain a positive focus and bring a practical approach to problem solving Willingness to work extra hours at peak times An interest in child well-being and XXX .

E E E E

Ability to put the needs of the organisation above individual targets