Maintaining Financial Records Westminster Drug Project WDP by liaoqinmei


									                                                 JOB DESCRIPTION

1.      Position                 Finance Administrator

2.      Based                    Westminster Drug Project - Holborn

3.      Purpose of the job

The post-holder will work 35 hours per week, supporting managers and colleagues in the management of
WDP’s finances.

The role also has responsibility for undertaking a wide range of general administrative and office duties as
and when required.

Working hours are subject to negotiation but are normally between 9.30 a.m. and 5.00 p.m. with a half hour
lunch break included.

To devise and implement effective systems and procedures for the organisation that ensures the good
governance and Control of WDP’s financial resources and which provide timely and accurate information to
support the organisations decision-making and growth.

This is an outline of the post holders duties and responsibilities. It is not intended as an exhaustive list and
may change from time to time in order to meet the changing needs of WDP.

4.      Reporting Relationships

This post reports to the Finance Manager
                                                                                        Finance Manager

                                                                  Finance Officer

                                                                          Finance                           Finance
                                                                        Administrator                     Administrator

5.        Key Responsibilities


5.1       WDP Mission and Values
          Promoting and understanding the values, vision and mission of WDP. To understand, comply and
          where appropriate enforce WDP’s policies and procedures.

5.2       Purchase Orders
          To maintain a purchase order system, following the rules and policies of WDP.

5.3       Invoices and Staff Expense Claims
          To ensure that all invoices and staff expense claims are promptly processed onto our accounting
          system and payments made on a regular basis with remittance advices sent out at appropriate

          To ensure that all invoices and staff expense claims are properly authorised prior to payment being
          made in-line with WDP policy.

          To ensure that end of month journals are accurately entered onto the accounting system.

          WDP uses Quickbooks for accounting and RBS Bankline for banking purposes.

5.4       Bank Reconciliation
          To reconcile WDP’s Bank accounts on a regular basis ensuring that all income and expenditure is
          accounted for and that any discrepancies are fully investigated.

5.5       Petty Cash
          Effectively control petty cash expenditure within the organisation.

          Check petty cash claims submitted by other projects and raise re-imbursement cheques on a weekly

5.6       Maintaining Financial Records
          Maintain all financial records in accordance with organisational procedures and ensure that timely
          information is provided to the relevant stakeholders as required.

5.7       Staff Travel Bookings

          To book train tickets on behalf of other staff, ensuring that proper records are kept for audit
          purposes, and that each project is charged for any travel costs that they incurred at the end of each

5.8       Budgets
          To assist in the production of financial budgets based on future / current contracts and present
          trends using all financial information currently available.

5.9       Project Finance Training and Site Visits

          To ensure that new project administrators are given appropriate training with regards to WDP’s
          finance policy and procedures.

          To visit projects on a regular basis ensuring that project administrators are adhering to the
          companies financial procedures offering support and additional training as required.
5.10      Finance Volunteer

          From time to time the Finance Department has volunteers assisting with the workload. The finance
          administrator would be required to help the relevant training as well as setting tasks and checking on
          the accuracy of the work carried out by the volunteer.


5.11      Equal Opportunities
          A proven commitment to anti-discriminatory practices and a good appreciation of Equal
          Opportunities Policy and Practice

5.12      Internal/External Meetings
          To attend external meetings as required. To attend WDP staff meetings, training days and
          supervision sessions as required.

5.13      Training
          To undertake any training that may be required to successfully meet the aims of the role.

5.14      Other Duties
          To carry out any reasonable duty as requested by a member of WDP management.

6.        Authority

6.1       The Finance Administrator has the authority to carry out all tasks implicit in the above
          responsibilities using his/her discretion to prioritise work commitments without the need to defer to
          the manager for approval.

7.        Qualifications

7.1       AAT Qualifications (Intermediate and above) or working towards one or a any relevant Accounting

8.        Person Specification

          Please note: Applicants must clearly state the ways in which they meet the personal
          specification. Shortlisting is based on the information detailed on your application form. Not
          all the criteria are essential but each should be addressed in your form.

                                  NOT BE ABLE TO SHORTLIST YOU!

          (Essential Knowledge, Abilities and Skills, etc)

8.1       Excellent numeric skills with the ability to analyse data, paying close attention to detail.

8.2       Ability to maintain a consistently high standard of work, sometimes working under pressure, to short
          deadlines and at a variety of locations.

8.3       Good time management and ability to work on own initiative, prioritising accordingly.

8.4       Excellent team working and interpersonal skills, and ability to adopt a highly flexible approach to
          supporting colleagues in achieving the organisations objectives.

8.5       A non-judgemental and flexible attitude towards people with drug problems.

8.6       Previous financial administration experience.

8.7       Extensive experience of Word, Excel and Internet Explorer.


8.8       Basic Payroll Experience

8.9       Experience of using a financial software package (e.g. Sage or Quickbooks)

8.10      Experience of general administration experience

8.11      Excellent written and oral communication and presentation skills.

9.        Development Skills

9.1       To develop own competency and that of the organisation by taking opportunities to learn new skills
          and to spread new knowledge through the organisation.

10.       Authorisation

                               Name                  Signature                         Unit        Date



To top