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Job description

Finance & Administration Coordinator 35hrs, £28,598 PA & 5% pension. 28 days annual leave & 11 customary days. Key role supporting finance, payroll, reporting and office systems in a busy women’s centre. The Finance & Administration Coordinator will provide efficient and accurate financial and administrative support to ensure the smooth running of the organisation and its projects. The role includes maintaining financial records, processing transactions, supporting financial monitoring and reporting, and providing administrative, reception and organisational support to staff, volunteers and management.

Responsibilities

• Maintain accurate financial records and books of account for the organisation and its projects.
• Process invoices, purchase orders and staff/volunteer expense claims.
• Prepare and issue payment runs (BACS, cheques and online banking).
• Administer and reconcile bank accounts, petty cash and credit card statements.
• Record and reconcile course fees, donations and lodgements.
• Responsible for payroll preparation and pension submissions.
• Ensure all financial documentation is securely maintained and stored in accordance with organisational procedures.
• Support the preparation of monthly management reports.
• Assist the Treasurer and Centre Coordinator with draft unaudited accounts, including reconciliations and ledger updates.
• Monitor budgets and highlight variances where necessary.
• Assist in preparing financial reports for funders, auditors and the Board.
• Prepare statistical returns and compile financial or operational data as required.
• Provide monthly written updates on finance and administrative activities to management.
• Ensure financial procedures comply with organisational policies and statutory requirements.
• Assist with preparation for external audits and year-end accounts.
• Maintain accurate records in line with financial governance and data protection requirements.
• Provide administrative support for the Annual General Meeting (AGM), including notices, reports and event arrangements.
• Organise reception including managing telephone calls, visitors and maintaining visitor logs.
• Maintain accurate electronic and paper filing systems.
• Assist with opening and closing the premises when required.
• Support general office management including ordering and maintaining office supplies.
• Ensure basic administrative systems and procedures are maintained and improved where appropriate.
• Support fire safety and general office compliance requirements.
• Assist with maintaining staff administrative records with the Centre Coordinator including annual leave, timesheets and sickness records.
• Provide administrative support for recruitment and selection processes when needed.
• Assist with the administration of staff training and professional development.
• Support volunteers, trainees and team members with administrative requirements.
• Assist the Centre Coordinator with fundraising activities, grant applications and monitoring returns.
• Coordinate administrative support for management and staff meetings, including circulating agendas and reports.
• Issue meeting notices and attend meetings where required.
• Assist with minute-taking and maintaining meeting records when required.
• No job description can cover every issue which may arise within the role. The post holder may be required to undertake other duties from time to time as may reasonably be required in furtherance of the organisation’s work.

Skills and Qualifications

Essential Skills

• Third level qualification in Accounting, Finance, Business Administration or a related field or equivalent relevant experience.
• Experience in finance administration, bookkeeping or a similar role.
• Strong IT skills, including Microsoft 365 and Sage accounting software.
• Excellent attention to detail and accuracy.
• Strong organisational and time management skills.
• Ability to handle confidential information with discretion.
• Good communication and interpersonal skills.
• Flexible and supportive attitude in a small team environment.
• Proactive, organised and solution-focused approach.
• Ability to work both independently and as part of a team.
• Commitment to the mission and values of WWC.

Desirable Skills

• Experience working in the charity or not-for-profit sector.
• Knowledge of grant funding administration and restricted funds.
• Experience supporting governance processes such as board or management meetings.
• Interest in and awareness of women’s issues, including equality, inclusion and barriers to participation, particularly in disadvantaged communities.

Further Information

If you have any queries, please contact the Centre on 02871 341579. We are an equal opportunities employer, and we welcome applications from all suitably qualified persons Further information can be found via: Website: www.watersidewomen.net Facebook: www.facebook.com/watersidewomenscentre Instagram: www.instagram.com/watersidewomen