Admin & Finance Worker

Beechbrae SCIO

Blackridge, West Lothian
£20,000 pa pro rata

Paid • Part Time • Fixed Term Contract

www.beechbrae.co.uk ally@beechbrae.co.uk 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

MAIN DUTIES & RESPONSIBILITIES

Administration

  • 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

Meetings

  • 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.

Finance

  • 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

Essential

  • 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

Desirable

  • 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 ally@beechbrae.co.uk 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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