Finance and Administration Assistant

The Gaia Foundation

Hampstead, London
£20,000 pa

Paid • Full Time • Permanent Rowan Phillimore

Sectors: environmental policy & campaigning, environmental education, food, farming & horticulture

Closing date: Thursday, 04 January 2018

We are looking for an organised multi-tasker able to support a small but busy team. The candidate will need to ensure the general smooth running of the office, and support the Financial Manager with a series of bookkeeping requirements. If you’re a good coordinator with an eye for detail and a welcoming smile, this could be the job for you.

Reporting to: Finance Manager
Location: Belsize Park/ Hampstead, London
Hours: 5 days per week, 9.30am – 5.30pm (35 hours per week)
Salary: £20,000 per annum


  • To ensure the Gaia office runs smoothly including the maintenance of systems and procedures, general office administration and the conduct of meetings and correspondence
  • To provide clerical and administrative support to a small team and occasionally Gaia’s partner organisations and associates within our international network
  • To fulfil some Personal Assistance/ Secretarial duties for the co-founders of Gaia
  • To support the Finance Manager with bookkeeping requirements, budget assistance such as gathering quotes, and general clerical support.

Roles and Responsibilities

Financial Support and bookkeeping

  1. Perform day-to-day accounting using SAGE software and maintain financial records and filing systems
  2. Process invoices and claims ensuring the coding, authorisation and payment details are correct and initiate payments using internet banking
  3. Perform monthly control account, bank and petty cash reconciliations
  4. Monitor income from event tickets sales as and when necessary
  5. Process and Monitor Gift Aid claims
  6. Assist with month end and year end processes and accounts
  7. Ensure financial controls operate in line with policy and procedure
  8. Undertake general administrative duties including liaison with suppliers, donors and bankers
  9. Occasionally support international partners on small financial tasks
  10. Monitor Gaia’s bank accounts to make sure all payments are in line and as expected
  11. Gather any quotes that the Finance Manager requires in order to complete project budgets


  1. Support the team in secretarial, administrative and organisational tasks, such as internal filing, responding to external enquiries and coordinating diaries, including annual leave
  2. Coordinate the scheduling of regular team meetings including a weekly team ‘check-in’, monthly full team meetings and quarterly Trustee meetings
  3. Support team members to coordinate conference calls
  4. Maintain office systems and procedures including answering the phone, health & safety, post & couriers, stationery, liaising with the landlord and other service providers and suppliers
  5. Oversee the maintenance and up-keep of key equipment such as printers and computers, phone systems, cameras and dictaphones
  6. Maintain up-to-date records of Gaia’s supporters, events attendees and individual donor contact databases using Batchbook
  7. Update and maintain Gaia’s systems for storing and cataloguing books, DVDS and CDs of interest to the Gaia team and keeping abreast of our book stock and events materials
  8. Contribute to regular reviews of staff organisational processes and support training such as efficient email use and filing to improve the team’s capacity to work efficiently
  9. Manage travel, conference and meeting logistics and schedules in the UK and abroad for Gaia’s Director and staff
  10. Manage travel, accommodation and logistical schedules of large partner meetings in various international locations. This will involve corresponding with various partners from different locations
  11. Provide new staff and interns with an office induction and liaise with Gaia’s technical support team to arrange email access and systems set up
  12. Contact Gaia’s technical support team on behalf of any team member experiencing technological/computer difficulties
  13. Carrying out any research as and when necessary on potential funding opportunities for Gaia, and sending details of potential grant-giving organisations onto the relevant team members
  14. Hosting regular fundraising meetings, taking notes and distributing them efficiently to those involved
  15. Ensure a pleasant and effective office environment

Administration (at Gaia House)

  1. Keep track of guests staying at Gaia House and be available if required to show them the basics of Gaia House, let them know wi-fi passwords etc.
  2. When needed, meet and greet guests upon arrival at Gaia House, ensuring that the main meeting room is ready for external meetings.
  3. Provide refreshments and prepare Gaia House ahead of Trustee Meetings
  4. Take Minutes at the Trustee meeting and distribute the completed Minutes within good time of the following meeting
  5. Support the quarterly Trustee meeting by ensuring all Board reports are sent out on time, and that the House is ready for all meetings
  6. Support and attend Gaia Evenings (approx 6 per year). This includes any preparation work such as organising refreshments, preparing venues etc.

Project and Network Support

  1. Manage travel, conference and meeting logistics and schedules for partners and Associates when required
  2. Provide administrative advice and support to partners as and when required. This may involve creating small handbooks about key systems, functions or organisational processes, which create more efficient working.

PA and secretarial responsibilities

  1. Maintain and coordinate the Director’s diary, particularly pre, post and during periods of international travel
  2. Be open to moving between the Gaia office and Gaia House with limited notice if the Director is experiencing technological issues, or requires assistance etc.
  3. Support the Chairman of the Gaia Trustees with emails and personal flight bookings as requested

To apply, please complete the application form on our website and send it, alongside your CV and a covering email, to Rowan Phillimore - - by 5pm on Thursday 4th January.

Please mention when responding to this ad.