Admin & Finance Worker

Beechbrae SCIO

Blackridge, West Lothian
£20,000 pa pro rata

Paid • Part Time • Fixed Term Contract Ally Graham

Sectors: sustainability, carbon, climate & energy

Closing date: Thursday, 26th April 2018   Closes today

Title: Beechbrae Admin & Finance Worker
Responsible to: Project Manager and Beechbrae Board
Hours of work: 8 hours per week (Monday to Friday with occasional evenings & weekends)
Salary: £20,000pro rata (8 hours, part time)
Duration of post: from May 2018 until 31 March 2020
Place of Work: Beechbrae Wood, Heights Rd, Blackridge EH48 3SW
Closing Date: 5pm Thursday 26th April 2018.
Interview Date & Location: Friday May 4th at Beechbrae Wood

Job Purpose:

  • To assist Project Manager and Team with admin and finance tasks on site
  • To manage purchases, collate Invoices and record expenditure
  • To collect, monitor and report on data collected from the project
  • To contribute to the ongoing conversation about carbon reduction in the community



  • Managing the office, including administrative systems, filing and ordering stationery & office supplies
  • To provide administration support for Project Manager, Project staff and Trustees
  • Reception – to deal with telephone enquiries and visitors to the service
  • Take a lead role to ensure the good running of the main office – including ensuring that the environment/building is welcoming, clean and well maintained, equipment (including computers and communication equipment) is in good working order
  • Record Keeping – to compile and maintain database records of service provision
  • Staff – to maintain accurate and confidential staff files, annual leave, sick leave and special leave
  • Other duties – to undertake any other relevant duties which the Project Manager may deem appropriate to the development of the Service


  • Assist the Project Manager and Project Staff in organising meetings, events – e.g. booking venues, housekeeping and catering
  • Take a lead role in ensuring that accurate minutes and records are available and kept for all Board meetings – including General Board Meetings and Extraordinary Meetings.
  • Assist with the organisation of Annual General Meetings, Extraordinary General Meetings and special events – such as seminars, conferences and development days
  • Assist in the organisation of Beechbrae annual events & programme of activities
  • Work with the staff team to ensure that an accurate and clear record is kept of staff team meetings.


  • Financial Records – to maintain financial records of all income and expenditure for Beechbrae. Data input into Xero, balance monthly accounts to relevant bank statements. Responsible for physical banking and to administer petty cash
  • Financial Reporting – Monitor actual expenditure against budgets. Provide updates on any over/under spend to Project Manager in respect of budgets
  • Compiling salary input documentation, liaising with Xero payroll service and Project Manager; calculating salary and pension contributions; paying pension contributions; and liaising with pension companies.
  • Checking invoices, paying accounts, liaising with creditors and debtors, and undertaking monthly bank reconciliation
  • Ensuring computerised and paper-based record systems are maintained accurately and are complete

Supporting responsibilities for:

  • Annual budgeting process
  • Financial reporting to funding bodies
  • Assist Project Manager in preparing regular accrual based finance reports for the Trustees.
  • Assist in the preparation of year end records and Xero accounts for independent examination and liaising with accountants.
  • Monitoring income and correspondence from fundraising initiatives

PERSON SPECIFICATION - Experience, Skills & Abilities


  • Appropriate educational and professional qualifications in administration/secretarial, finance support duties
  • Previous experience of Xero or similar accountancy software
  • Experience of general accounting and reconciliation work
  • Previous experience and competence in assisting with the production of annual accounts for audit
  • Proven ability to work on own initiative and manage own time and workload effectively
  • Conscientiousness and a commitment to accuracy and quality services
  • Experience databases, Microsoft Office, Excel and similar packages
  • Able to use social media, Facebook, Twitter, Instagram and similar
  • Able to manage website and blog
  • Experience in all office procedures
  • Strong organisational skills and team player
  • Good oral, written and proof reading skills
  • Friendly, welcoming personality and organised approach to tasks
  • Ability to work on own/use own initiative
  • Discretion and the ability to handle sensitive and confidential information
  • Be flexible, resourceful, willing to learn new skills


  • Experience of charity accounting
  • Experience of working in the third sector
  • Awareness of environmental good practice
  • Knowledge of the concepts of carbon reduction, Climate Change and the effects of peak oil
  • First Aid training
  • Prior work experience in an outdoor environment (our office is a shipping container)
  • Clean Driving Licence
  • Resident of Blackridge

While this post is based primarily at Beechbrae Wood, we are open to flexible working arrangements including working remotely. The post is subject to a check through the PVG scheme and is funded by the Climate Challenge Fund.

To apply for this post please send your CV and a cover letter to by 5pm on Thursday 26 April 2018. Please ensure you detail how your experience matches the duties and responsibilities as well as person specification in your cover letter.

Job Description PDF

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