Office and Finance Administrator, part time - 3 days per week

Location
London (Greater)
Salary
£25,000 pro rata
Posted
19 Dec 2018
Closes
18 Jan 2019
Role
Admin, Finance
Contract Type
Permanent

We are looking for an engaging, motivated individual who shares our values of inclusion and excellence, believes in the power of music for children and young people and wants to use their skills to make a difference in the world. The Office and Finance Administrator will provide an essential role alongside the executive director and finance director supporting the activities of our project and fundraising teams. They will also be a direct link between the office team and external stakeholders and partners. Office experience is a pre-requisite. Financial administrative experience is considered a distinct advantage, but is not essential, provided you are methodical, confident and accurate in working with numbers.

Diverse teams perform better! We are committed to bringing people of all backgrounds into our team and creating a genuinely inclusive workplace where everyone can thrive. We are actively recruiting amongst two groups that are under-represented in our sector: those with a disability and those with African, Caribbean or Asian heritage. Candidates who identify with either of these groups and meet the minimum criteria for the role will be guaranteed an interview.

The main duties and responsibilities of the role

Office Management

  • Maintaining adequate levels of office supplies
  • Being point of contact for utilities, premises contractors and landlord
  • Fielding queries from the general public (phone and email)
  • Co-ordinating team-wide activities
  • Providing administrative support on human resource activities including staff training, appraisal schedules, annual leave requests
  • Additional tasks as required

Finance

  • Issuing invoices to parents; matching and logging receipts, chasing late payments by email and phone
  • Credit card analysis, matching receipts, processing on accounting system
  • Checking and processing invoices for payment, ensuring they are appropriately authorised
  • Resolving supplier queries
  • Processing bank receipts and payments, matching to invoices and liaising with fundraising team to record donations accurately
  • Managing petty cash processes
  • Banking cheques
  • Maintaining asset registers (specifically instrument records)
  • Fielding requests for information from staff members, teachers and suppliers on status of payments and spend

A typical week could include:

  • Answering the phone and directing calls to the relevant staff member
  • Circulating an agenda and meeting papers for a board meeting
  • Liaising with venue, suppliers, trainers and caterers for a staff training day
  • Providing assistance at a fundraising event or concert
  • Supporting the Executive Director with administrative tasks
  • Matching bank receipts against invoices and chasing for late payments
  • Reviewing supplier contracts ensuring we receive value for money
  • Authorising use of credit card by staff members, ensuring that receipts are provided
  • Checking and processing teacher invoices
  • Visiting a school to review the instrument log

Personal qualities and skills required for success

The successful candidate will be highly efficient, will enjoy creating and working in an orderly environment, will be friendly and warm, able to collaborate well with colleagues and will be motivated by the social agenda of the charity, sharing the organisation-wide values of inclusion and excellence.

The successful candidate will have the following qualities and skills:

  • Personable and confident, in person and on the phone (you will be the first point of contact for enquiries from the general public, and the main contact for most suppliers and service providers)
  • Confidence and facility with numerical work, including being able to compare and evaluate different price structures from suppliers, check percentage and pro rata calculations
  • Able to follow clear processes
  • Strong organisational skills
  • Confident and proficient with standard MS office programmes including Word and Excel
  • Adept at learning new skills (training will be provided which will enable you to gain fluency in the financial software we use)
  • An eye for detail (much of the work requires a methodical approach, with the ability to identify errors in data such as invoices and expenses claims)
  • The ability to prioritise tasks balancing requirements from two line managers, working independently for much of the time.

For further details on the role and to make an application, please click the "apply" button below. 

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