Finance Administration Officer
Friends of Scottish Settlers (FOSS)
Location
Falkirk | United Kingdom
Job description
Post: Finance Administration Officer
Responsible to: FOSS Volunteer and Partnership Manager
Contract Type: 1 year with probability of extension subject to funding. Part time - 14 hrs per week pro rata, £25,000 full time equivalent (for a 35 hour week) per annum. The postholder will be paid monthly, one month in arrears around the 25th of the month. The working pattern is negotiable. Working hours over three, four or five days, Monday to Friday is preferable. FOSS offers time off in lieu. Occasional evening or weekend work may be required.
Place of work: Remote working (within reach of Falkirk in order to attend in-person meetings)
About FOSS: Friends of Scottish Settlers (FOSS) envisions a Falkirk District that is multicultural, multilingual, and welcoming, where local people, organisations, and services are equipped, supported, and willing to cultivate wellbeing, solidarity, community, curiosity, and respect among newcomers and longtime residents. Through befriending and other voluntary activities, we enable newcomers to Falkirk District to build links and bridges with other locals, shaping and making use of the knowledge, networks and services we all need to live full, self-determined lives.
Purpose of the post: Experienced administrator to carry out FOSS financial and administrative operations, as well as coordinate procedures and resources for organisational effectiveness and efficiency. This includes providing administrative support for FOSS’s transport, material needs, and other projects.
Main Responsibilities:
Maintain accurate and timely financial records
Issue and manage sales invoices and pursue outstanding debtors
Record and manage purchase invoices/bills, including setting up payments in online banking
Administer and reimburse staff and volunteer expenses
Reconcile petty cash, bank accounts, credit card and PayPal accounts
Adhere to a scheme of delegation
Prepare monthly payroll and pensions information for submission to an external payroll provider
Source and maintain electronic devices, office supplies and equipment, including keeping a record of fixed assets and IT hardware
Provide general administrative duties and light-touch IT support to colleagues across the organisation, enabling projects and services to operate as effectively as possible
Keep accurate records adhering to confidentiality policies and legal requirements (UK GDPR)
Communicate effectively, and maintain positive relationships with internal and external stakeholders
Set up and maintain databases, filing systems, and spreadsheets
Monitor and occasionally update social media and field direct emails from general inbox
Represent FOSS as a strong and committed ambassador
Value diversity and promote equality within all aspects of working
Promote positive working relationships amongst staff to ensure effective teamwork
Person Specification
These are the qualifications, skills, experience, knowledge and other attributes that are required to perform the job and will form the selection criteria.
Essential
1. Excellent organisational and administrative skills, including maintaining effective filing systems and databases
2. Employs effective strategies for prioritising and managing competing demands and a varied workload
3. A high level of attention to detail
4. Is self-motivated, disciplined, and works well independently and as part of a team
5. Highly numerate
6. Experience of payroll and HR administration, including invoicing and bookkeeping
7. Excellent communication skills: written, verbal, face to face
8. Adapts and improves systems and processes to increase efficiency
9. High level of competency in IT suites such as Google Workplace or Microsoft word, which include spreadsheet, word processing, email and calendar applications
Desirable
10. Experience of Google Workplace
11. Confidence in using an online accounting system
12. Understanding of volunteering and the Third Sector
13. Understanding of social media
Orientation/induction: This is FOSS’s first dedicated administrative post. To enable the new administrator to become familiar with the responsibilities belonging to this vital role, there will be a handover period consisting of dedicated time spent with each relevant staff-member, volunteer and trustee who has taken on current administrative and financial tasks.
Application process: To apply please fill out the Application Form included in the application pack at and return to
[email protected] Please also direct any questions to
[email protected] . Referees will not be contacted until an offer has been made and accepted. Further details including outline of terms of service can also be found on our website
The closing time is 5 pm, 22 March 2024.
Interviews will be held at CVS Falkirk and District offices, Unit 7b, The Courtyard, Calendar Business Park, Calendar Rd, Falkirk FK1 1XR week commencing 1 April 2024. Ideally, we would like the successful candidate to start their orientation and induction in April 2024.
Due to the nature of our work, the appointee must be willing to undergo a Disclosure Scotland check.
Job tags
Salary
£25k per annum
