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Our client is a professional membership association, looking for an experienced Finance/Office Administrator seeking part-time, flexible working. The Senior Team Administrator sits at the heart of the team and is involved in all areas of the company’s work, supporting the team on a day-to-day basis, managing the office and maintaining the smooth running of finance and operational systems.
The role would suit a highly organised and proactive individual who appreciates the positive impact quality administrative support has in a small organisation. With demonstrable experience in financial and office administration, you will enjoy working collaboratively, be hands-on and have a creative approach to tackling a varied workload.
This is a part-time role, working 22.5 - 30 hours a week. The company offer a hybrid set-up, requiring you to be office based at least 2 days a week (including a Wednesday), with flexibility across working days/hours for the remainder of the week.
Your day-to-day duties will include:
Finance:
- Monitor the processing of financial and accounting transactions, in liaison with our virtual finance office. Reconcile accounts, statements, and reports. Identify and analyse discrepancies and errors. Make corrections, processes adjustments and follows up on problems. Audit outstanding items. Monitor expenses payments.
- Monitor cash flow, day-to-day expenditure and costs. Support team with enquiries relating to expenses and invoicing.
- Be a key point of contact for our members, suppliers and virtual finance office, ensuring prompt payment of suppliers, staff expenses and managing credit control.
- Oversee use of the company credit card, reconciling receipts and administering the account.
- Be responsible for monitoring and actioning finance-related emails from suppliers, staff and volunteers.
Operations:
- First point of contact for general enquiries to the organisation via both email and phone.
- Maintain office supplies and equipment, ensuring that the office environment is professional and welcoming for staff.
- Maintain health and safety records, monitor insurance renewals and liaise with the central office building management team.
- Day-to-day monitoring of annual leave and time-in-lieu across the team.
- Contribute to the development of systems and processes to ensure sustainable and effective operations for staff, volunteers and customers.
- Organise in-person and virtual Team meetings and regular 'off site’ Team Away days.
Governance:
- In association with the Chair and CEO, organise and administer meetings of the Board including establishing meeting dates, booking meeting venues, circulating papers and liaising with participants to ensure smooth execution and follow-up.
Events:
- May be asked to support with the administration and operation of events and courses as workload across the team dictates.
To be considered for this role, you will need to be able to demonstrate:
- Proven experience of working in an administration or operational business role (within a small business would be preferable)
- Proven experience of using Xero or other accountancy packages.
- Excellent organisational and time management skills with demonstrable experience of managing a multifaceted work portfolio
- Excellent communication skills
- A high standard of accuracy and attention to detail at all times
- Experience of financial management: Accounts receivable; Accounts payable
- High level of IT literacy; experience of using CRM software (desirable)
- Excellent problem-solving skills
- A positive outlook, with a willingness to learn new skills and share expertise across the team
- Able to demonstrate a professional approach to handling financial and other potentially sensitive information
- Able to take a proactive approach to managing a diverse workload
- Experience and knowledge of day-to-day operational health and safety issues and procedures
- Experience of working for a Board of Directors or other senior audience
To apply for the role of Senior Team Administrator, please send a copy of your CV, outlining your preferred working hours.
