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Job description

The Finance and Office Administrator provides essential administrative and financial support to the Finance Manager and Head of Income Generation to ensure the smooth and efficient running of key operational, financial and fundraising activities across the charity. The role supports day-to-day financial administration, donation processing, supporter engagement and general office co-ordination. It plays an important part in ensuring accurate financial records, effective supporter communication and professional administration across the organisation. Working closely with colleagues across sanctuary, retail and corporate teams, the post holder helps ensure that donors, volunteers, supporters and members of the public have a positive experience when engaging with Assisi. Financial Administration Support (Supporting the Finance Manager - approximately 2 days per week) Fundraising Administration; (Supporting the Head of Income Generation - approximately 2 days per week). Fundraising Events and Community Engagement; Volunteer Co-ordination Support. Assist with communication and co-ordination of volunteers involved in fundraising activities. Support organisation of volunteer rotas for events and campaigns. Maintain volunteer contact information and records where required. Any other fundraising administration duties as requested by the Head of Income Generation.

Responsibilities

• Assist with daily banking and reconciliation of donations, shop income and other receipts.
• Process donations and ensure accurate entry into the charity’s CRM system. Maintain accurate donor records.
• Assist with donor acknowledgements and communications.
• Maintain records of fundraising activity and income tracking.
• Maintain accurate financial records and supporting documentation.
• Support reconciliation of creditor accounts and preparation of payments (including BACS where required)
• Support data entry and reporting within financial systems.
• Support preparation of financial records and documentation for audits where required.
• Any other finance administration duties as required
• Provide administrative support for fundraising events and campaigns. Assist with event planning, logistics and co-ordination.
• Support communication with volunteers, supporters and event participants. Maintain records of community fundraising activities and participants.
• Process invoices, payments and financial transactions in the accounting system (e.g. Sage or equivalent).
• Support donor stewardship and engagement activities.
• Assist with preparation of reports relating to fundraising and supporter engagement.
• Assist with purchase orders, invoice processing and supplier queries.
• Assist with processing employee expenses and petty cash reconciliation.
• Assist with Gift Aid administration and maintaining supporting records.
• Work with the Finance Manager to ensure appropriate financial controls and record keeping are maintained.
• Maintain records of community fundraising activities and participants.

Skills and Qualifications

Essential Skills

• Minimum 12 months’ experience in an administrative role, preferably within a finance or accounts environment.
• Strong IT skills including Microsoft Office (particularly Excel, Word and Outlook).
• Ability to work independently and as part of a team.
• Good numeracy and literacy skills.
• Strong organisational skills with the ability to manage multiple tasks and priorities. Excellent attention to detail.
• Experience using CRM systems, databases or accounting software.
• Strong organisational skills with the ability to manage multiple tasks and priorities. Excellent attention to detail.
• Good communication and interpersonal skills.

Desirable Skills

• Experience working in finance administration or book-keeping.
• Experience supporting fundraising and engagement activities.
• Professional, reliable and organised approach to work.
• Experience with computerised accounting software such as Sage, Xero or similar.
• Understanding of Gift Aid processes.
• Experience working in a charity or not-for-profit organisation.
• Interest in animal welfare and the work of Assisi Animal Sanctuary.

Further Information

If interested please contact veronica@assisi-ni.org for a full application pack. £24,140 pro rata to 4 days per week