Finance & Admin Officer

Vacancy posted: Thursday, 22 September 2016

Salary: 22026 (15733 pro-rata for 25 hours)
Location: Ayr

Closing date: 07 October 2016
Job ref. no.: FA16


a) Finance

  • Develop and maintain effective financial procedures and practices in line with the requirements of the Charity and the Independent Examiner of its accounts
  • Processing financial data through the Sage Accounting system for all project costs centres for the organisation (applicants MUST have a minimum of 2 years SAGE 50 Accounts bookkeeping experience)
  • Quarterly VAT Returns
  • Monthly Payments to HMRC
  • To undertake monthly bank reconciliations, with records of all receipts for income and expenditure
  • To carry out all financial related processes, issuing invoices, making bacs payments etc.
  • Produce quarterly financial monitoring reports
  • Manage staff salary budgets and expenses reporting any variances to the Finance & Business Development Senior Officer
  • Liaise with our payroll provider, who provide the Charity's Payroll Services in relation to the payment of salaries and associated matters
  • Liaise with relevant pension providers in relation to the Charity's contribution to staff pensions
  • Monitor income and expenditure on a monthly basis and report any significant variances to the Manager
  • Ensure all receipts are banked promptly and that all invoices are checked, authorised in accordance with the Charity's policies and procedures and paid promptly
  • Liaise with suppliers and make properly approved and authorised purchases on behalf of the Charity
  • Collate monitoring and evaluation statistics
  • Keep yourself informed and updated about changes in relevant statutory regulations and guidance that apply to financial administration of Charities and other associated processes
  • Assist the Finance & Business Development Senior Officer with the preparation of monthly and quarterly Budget Monitoring and other financial reports as requested
  • Assist with the preparation of reports to funding bodies in consultation with the Finance & Business Development Senior Officer
  • Liaise with the Accountant appointed to undertake the Independent Examination of the Charity's Accounts and submit any information and records required to assist them in this regard
  • Assist the Finance & Business Development Senior Officer with the preparation of the Financial Statements and returns to be submitted to the Office of the Scottish Charity Regulator

 b) Staff Management

Carry out regular individual meetings with administrative staff to allocate work, set targets, supervise and support staff, and to ensure that the administration is being carried out efficiently and effectively and that best practice is followed

  • Ensure that administrative staff adhere to Company Policies & Procedures
  • Organise the cleaning of the office and ensure that it is carried out effectively
  • Advise the Finance & Business Development Senior Officer of any training needs to enable the administration department to operate effectively
  • Be responsible for your own Health and Safety and for the Health and Safety of the Administration Department

c) General Administration

  • Provide a friendly, courteous and professional reception service, acting as the first point of contact to personal callers to the office, passing them to the appropriate member of staff to deal with their queries when necessary. 
  • To answer all telephone calls in a friendly, courteous and professional manner, answering questions and queries as required; and passing callers to the appropriate member of staff as necessary.
  • Answer telephone and email enquiries, and pass on relevant and accurate information to other members of staff in a timely manner.
  • Recording messages accurately on the SAGE ACT! database.
  • Creating new client records and entering these onto the SAGE ACT! database.
  • Organising appointments as necessary.
  • Organising ‘Pending’ jobs & closing ‘Completed’ records.
  • Admin support for ‘Core Service’ cases as required.
  • Organising appointments for urgent referrals.
  • Processing onward referrals as required.
  • Carry out general word processing for South Ayrshire Care and Repair and co-ordinate the mail in accordance with Company Policy and Procedures
  • Maintain orderly records and files in connection with the duties of the post.  Ensure the computer and general filing is maintained and regular computer back ups are taken
  • Assist in maintaining a computer database containing details of individual Care & Repair cases and provide reports as required
  • Organise and ensure stationery is ordered as required
  • Ensure the organisation’s assets are properly maintained, secured, and, where appropriate, insured.  Keep an asset register and inventory of office and staff equipment and arrange servicing as required with the charity’s contractors
  • Establish and maintain a trusting and confidential relationship with clients at every stage in the Care & Repair process and ensure that clients receive responsive and high quality services from the Administration Department
  • Monitor expiry dates of insurance certificates, maintenance agreements, service contracts etc and ensure appropriate steps are taken to maintain the continuity of related services.  Liaise with the Charity's Insurance Broker regarding any adjustment or renewal of insurance coverage
  • Highlight any additional training needs and identify suitable courses to enable you to achieve the aims and objectives of the post
  • Provide routine progress reports as required by the Finance & Business Development Senior Officer
  • Other appropriate duties as designated by the Finance & Business Development Senior Officer

 d) Supporting and developing the service

  • Maintain a professional working relationship with relevant statutory, community and voluntary agencies
  • Assist the Finance & Business Development Senior Officer  to publicise the aims and achievements of South Ayrshire Care and Repair, promote good public relations and project a high quality professional image with agencies, groups and individuals throughout its areas of operation
  • Assist with the volunteer development within the organisation

e) Health and Safety

  • Maintain and update the Health and Safety Policy, Control Manual as required and discuss any requirements highlighted with the Finance & Business Development Senior Officer
  • Work in collaboration with the responsible staff member to regularly update the organisation’s Risk Assessments

Be responsible for your own Health and Safety and highlight any Health and Safety issues that arise to the Finance & Business Development Senior Officer

Responsible for staff being issued and using Personal Protective Equipment (PPE). Ensure accurate records are kept

f) Committee Support

  • Take Minutes at Meetings
  • Be responsible for the distribution of Committee papers and reports
  • Assist the Finance & Business Development Senior Officer to prepare the Agenda and associated papers for meetings of the Charity's Board, and attend such meetings to take minutes

Person Specification

Essential Criteria

Previous supervisory experience preferably in an office setting

At least 2 years SAGE  50 bookkeeping experience

Exemplary customer service skills

Computer literate (Microsoft Office), with working knowledge of databases

Excellent communication skills, both written and verbal

Understanding of Equal Opportunities issues

Confident, flexible, enthusiastic manner

Ability to work on own initiative and as part of a small team

Excellent administration and organisation skills

An ability to multi-task and self-manage

A caring and sensitive approach in dealing with older people and people with disabilities

Experience of working under pressure

Experience of minute taking

Ability to react quickly and positively to change

Experience of H&S Administration

Desirable Criteria

Experience of recruitment and interviewing

Experience of attending board meetings, preparing board papers

Experience of diary management and scheduling appointments

Experience of dealing directly with the client group


This post is part-time and the postholder is required to work 25 hours a week.  Normal hours of work are 09.30 –  14.30 Monday – Friday

Occasional work outwith normal office hours will be required for which time off in lieu will be granted


The postholder is employed in accordance with the Employers in Voluntary Housing’s Conditions of Service that may be reviewed from time to time

South Ayrshire Care and Repair operates a no smoking policy in their offices, clients’ properties and vans

Salary is £22026.00 pro-rata.

You will be automatically enrolled onto the company pension scheme – there is a 6% Employers Pension Contribution and 1% minimum employee contribution

30 days annual leave and 10 public holidays (pro-rata)

Fixed Term Contract until 30th June 2017

South Ayrshire Care and Repair is an equal opportunities employer

South Ayrshire Care and Repair operates a no smoking policy in their offices, clients’ properties and vans

s1 says:

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Contact Name Lorna Attia
Telephone 01292 521126

About South Ayrshire Care and Repair

South Ayrshire Care & Repair is a charity based in Ayr, providing services to homeowners and private rented sector tenants who are over 60 or of any age if they have a disability. We also offer a Small Repairs Service to all residents of South Ayrshire who are over 60 or of any age if they have a disability. We offer a range of services: everything from advice on what to do when your central heating breaks down; organising and managing large scale repairs work; fitting bannister and smaller handyperson jobs such as changing lightbulbs and putting up curtain rails. In every case we work hard to give you a sensible and affordable way forward.

View all jobs with South Ayrshire Care and Repair

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