Job Description Finance Admin Officer 22 by VBKuIn

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									                                                                                                       2012

                                         Rosslyn Chapel Trust Ltd.

                                            JOB DESCRIPTION

                                      FINANCE / ADMIN OFFICER

Reports to:              Director

Role:                    Provision of financial and administrative services within the organisation.

Contractual              Full time, Monday to Friday
Conditions:

Staff         Directly   1
Managed:

Duties                   1. Main Duties

                                Line management of staff, including monitoring and assessment of
                                 performance
                                Provide administrative support and assistance to the Director; minutes,
                                 correspondence, preparation of letters and reports
                                Human Resources: maintenance of staff code, personnel files, salaries &
                                 wages, annual leave, sick leave, special leave
                                Preparation of finance papers for MC meetings
                                Preparation of wages input data, and submission to accountants for payment
                                Responsible for ensuring the balancing of daily takings from tills
                                Responsible for physical banking arrangements
                                Receipt procedures for payments received from customers by cheque/post
                                Liaison with Visitor Services Manager to ensure traceability and
                                 transparency of procedures for procurement (orders), stock receipt, and
                                 payment of associated invoices
                                Preparation of purchase invoices for payment.
                                Data input into ‘Sage Line 50’ software system for purchases, sales, and
                                 income
                                Balancing monthly accounts to relevant bank statement
                                Ensuring quarterly VAT accounts to HM Customs & Excise by accountants
                                Complete end-of-year accounting procedures, and submit data to the
                                 accountants
                                Assist with completion of OSCR returns in order to meet charity regulations
                                Monitor all actual expenditure over budget profiled/ approved expenditure
                                 levels. Provide updates, on any over- or under-spend, to Director and on
                                 relevant segments to other budget holders
                                Transfer funds between accounts; analyse financial data on monthly basis
                                 and recommend suitable (and prudent) sum available for transfer
                                Prepare summary financial reports for Management Committee meetings
                                Liaison with HM Customs & Excise on ad hoc requests and statutory
                                 surveillance visits
                                Prepare & issue Heritage Lottery Fund drawdowns




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                                                                                                         2012

                           2. Corporate Duties

                              Participate in Senior Staff meetings dealing with ongoing and ad hoc issues
                              Ensure compliance with statutory regulations made under the Data Protection
                               Act 1998, and the Charities and Trustee Investment (Scotland) Act 2005.

                           3. Other Duties

                              Liaison with Visitor Services Manager to ensure appropriate stock taking
                               procedures are implemented



Finance/Admin Officer – Person Specification

                                  Essential                           Desirable
Experience                        Experience of preparing and         Experience in dealing with
                                  monitoring budgets                  public and private funders
                                  Experience of maintaining           Experience of working in a
                                  financial records                   tourist attraction that is open
                                                                      seven days
                                  Experience of handling and          Experience of the charity sector
                                  recording cash
                                  Experience of working in a busy     Ability to prepare reports and
                                  environment                         take minutes
                                  Experience of preparing charity     Experience of submitting OSCR
                                  accounts                            returns
Skills and Knowledge              At least 2 years job experience     Financial or accounting
                                  in a finance role                   qualifications, such as HNC or
                                                                      equivalent
                                  Sound knowledge and                 Clean Driving licence
                                  experience in using Sage Line
                                  50 accounting software
                                  Sound knowledge of using MS         Knowledge of Human
                                  Office Suite                        Resources Management
Personal Qualities                Strong organisational skills        Friendly and personable manner
                                                                      when dealing with the public
                                  Highly numerate and literate        Flexible approach to the job
                                                                      tasks and routine
                                  Ability to plan and prioritise
                                  work and deliver to time
                                  deadlines
                                  Accuracy and tidiness

                                  Ability to work as part of a team
Motivations and Expectations      Delivery of a high standard of
                                  work and customer service

Basic Terms and conditions
Salary:    £20-23K depending on experience and qualifications
Hours:     Monday to Friday, full time
Pension:   A stakeholder pension scheme is available for employees to join after one year
Holiday:   25 days per annum plus an allowance towards public holidays




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