Are you an experienced Administrator who is keen to work for an organisation that inspires young people? Do you want a varied and meaningful job in a supportive team? Do you value great employee benefits such as generous holidays and an annual training budget? Apply to join us!

Bridges Project is a leading youth work charity that helps young people aged 12-25 in East Lothian and Midlothian overcome challenges and adapt to adulthood. Since 1984, we have helped young people develop their life skills, improve their educational attainment and move into employment or further education. Join our team and take pride in inspiring young people!

We have a vacancy for an Administrator (Finance) to be responsible for the day-to-day administration and finance duties, ensuring the smooth running of a busy and vibrant office.

The post holder will have responsibility for ensuring that all routine office and finance duties are carried out along with more specialised tasks which are crucial to the functioning of the organisation.

Working closely with the Finance and Administration Manager, the post holder will ensure that

finance processes are accurate and that tasks are completed in line with targets and deadlines.

Membership of the PVG scheme will be an essential requirement of the post. A contributory company pension scheme is offered with a 10% employer contribution.

Job Remit:

To ensure the smooth running of a busy administration office which is both a central resource to a charitable company and its service delivery and is the first point of contact for visitors and young people accessing support from Bridges. The post holder will have responsibility for ensuring that all routine office and finance functions are carried out along with more specialised tasks which are crucial to the functioning of the organisation. Day-to-day demands and priorities will change, and the post holder will be required to recognise and anticipate these and react accordingly.

To be responsible for day-to-day finance and administration functions of Bridges Project, ensuring high standards in both are consistently maintained. Working closely with the Finance and Administration Manager, the post holder will ensure that finance processes are accurate and that tasks are completed in line with targets and deadlines.

It is essential that the post holder can juggle routine tasks and respond appropriately to the demands of a busy office. The ability to use good professional judgement in taking operational decisions, use good negotiation skills and to delegate appropriately will be a necessity.

Responsibilities and tasks

Financial administration

Prepare invoices for payment
Input all accounting transactions to Sage
Maintain bank accounts & credit card
Process payments through bank accounts
Bank accounts monthly reconciliation
Record petty cash transactions and reconcile
Prepare monthly payroll
Keep accurate records
Maintain an awareness of funding sources
Process mileage & expense claims
In conjunction with the Finance & Administration Manager, operate other financial procedures as may be required to maintain the integrity of Bridges financial systems

Administration

Ensure a welcoming and informed first point of contact for young people, staff and visitors
Act as first point of contact for callers and deliveries to the building, covering front desk duties as required
Deal with all enquiries from young people, staff and visitors in a courteous, efficient and tactful manner, referring to appropriate staff when necessary
Oversee aspects of facilities management such as organising repairs and maintenance of the building and surrounding grounds
Liaise with external companies and suppliers in various aspects
Ensure clean, tidy public areas and offices
Carry out routine testing of fire and security alarms alongside being alert to health & safety issues; resolving within remit or escalating to management
Oversee the tasks of the Administration Assistant
Recruitment administrative tasks including job advertising
Maintain staff records
Assist with the administrative tasks involved with inducting new staff members
Assist with recording staff absences and holidays
Maintain and update asset inventory
Manage issues with equipment
Monitor and check utility usage
Monitor and reconcile postage usage
Monitor stationery stock and place orders
Point of contact for setting up and advising on IT related equipment such as laptops and network printers
Preparation and amendment of documents and other materials using Word, Excel Outlook, etc.
Organisation and minute-taking for internal meetings when required
Liaise with IT Support around changes and issues regarding access to systems
Assist with staff IT queries, contacting IT Support when necessary
Various ad hoc administration and financial tasks as and when required

Person Specification

Desirable skills and experience

Experience and good working knowledge of Sage 50
Solid working knowledge of Excel, Word & Outlook
Experience of working within an administrative & finance role
Excellent organisational and time management skills with the ability to structure processes and set up efficient systems
Respect for confidential information and ability to act with discretion
A high level of accuracy and attention to detail#
The ability to respond well to young people, volunteers and external professionals as well as a commitment to promoting equality of opportunity, irrespective of race, sex, disability, social or cultural background
Excellent numerical skills
Possess a high standard of written English and be able to draft letters, emails and written procedures
Ability to learn quickly, be adaptable and flexible and to work in an ever-changing context
Ability to take initiative and problem solve
First class interpersonal skills and be able to work effectively as part of a team

Skills, knowledge and attributes

Cheerful disposition and positive outlook
Professional approach
Problem-solving and negotiation skills
ICT skills
Excellent communication skills at different levels
Good organisational and administrative skills
Personal and professional responsibility
Ability to set and operate within clear and appropriate structures and professional boundaries
Meticulous record keeping
Common sense, patience and a commitment to the wellbeing of the client group
Reliable, flexible, good humoured
Recognition of professional boundaries
Ability to communicate clearly with young people and with professionals
Ability to develop good working relationships
Good problem solver with aptitude for reacting well to a challenge
Ability to take instruction and to respond well to supervision and management input.

Please note we do not accept CVs, an application pack may be downloaded from our website or requested by apply now and we can send this to you directly.

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