Refugee and Migrant Centre, Closing date: 30 September 2023

Reporting to: Finance Manager

Salary: £24,000 to £26,000
Hours: 35 hours per week
Contract Fixed term – 1 year
Purpose and Scope of the Role

Job purpose:   
 
To support the Finance Officer in all aspects of the finance function within the organisation. Maintaining accurate records and assisting with the production of financial reports as required by the finance officer in preparation for SMT.  Additionally, this position will encompass administrative tasks, including the implementation of quality control measures.
 
Main duties and responsibilities of the role

The post holder will have at least 2 years’ in-depth Admin & Book-keeping experience which includes: 

• Excellent book keeping, including bank reconciliations, sales and purchase ledger maintenance. 
• Assisting the Finance Officer to record income and expenditure and maintaining balanced and highly accurate records using QuickBooks. 
• Liaising with Internal colleagues for the timely and accurate production of sales invoices to send to external partners 
• Regular use of excel to assist with maintaining and updating of RMC’s cash flow forecast as well as other spreadsheets. 
• Maintaining petty cash using system and reconciling monthly for the petty cash accounts for Volunteers expenses and general petty cash accounts for all 3 sites. 
• Ordering equipment and stationary using the correct process and negotiating with suppliers as well as matching invoices to delivery notes. 

• Monthly supplier statement reconciliations as well as leasing with suppliers to deal with any discrepancies. 
• Analyse staff expenses in line with the organisation policy. 
• Assisting with the pension scheme reconciliations each month. 
• Assist in the weekly payment runs to suppliers through faster payments. 
• To carry out any other administrative tasks deemed necessary for this role in a busy office environment including ordering equipment and items for all offices
• HMRC and Pension Journals
• Filling and scanning documents
• Assist with performing quality checks on data stored in the organisation's bespoke database. Ensure data accuracy, completeness, and consistency, and report any discrepancies or errors.
 
• Assist in data analysis tasks, including running queries, generating reports, and summarising findings. Help identify insights and trends from the data.
• Assist the Regional Operations Manager in managing their calendar, scheduling appointments, meetings, and events, and ensuring efficient time management.
• Prepare and distribute meeting agendas, attend meetings, and take accurate minutes. Ensure that meeting action items are documented and followed up on.
• Help maintain order and streamline communication channels.
• Assist in creating and formatting presentations, reports, and documents. Ensure they are well-organised and visually appealing.
• Manage electronic documents, ensuring they are accessible and secure inine with GDPR.
• Handle email correspondence on behalf of the Regional Operations Manager, prioritising and responding to enquiries, and flagging important messages.
• Assist with project management tasks, such as tracking project timelines, milestones, and deliverables.
• Assist booking staff on relevant training as and when needed
• Identify and address administrative challenges and propose solutions to improve efficiency and effectiveness.

Flexibility

In order to deliver the stated aims of for this post, a degree of flexibility is needed and the post holder may be required to perform work not specifically referred to above, such duties will fall within the scope of the job and be directly related within the appropriate pay grade. The job description will therefore be subject to periodic review with the post holder to ensure it accurately reflects the duties that are being performed 

Experience

Essential 

Minimum 2 years in an equivalent role  
Highly computer literate, with skills in quick books, Microsoft Excel and Word 
Able to organise and prioritise a heavy workload 
Accurate data inputting skills
Able to work as part of a busy, diverse team 
Good command of spoken and written English 
Systematic with high attention to detail 
Familiarity of project funding and charity sector funders 

Desirable

Experience of working in the community/charity sector or a developing organisation  
Practical knowledge of QuickBooks 
Excellent Knowledge of using Excel for financial spreadsheets 

If this sounds like the job for you, see the full job description and complete our application form.

All applications should be sent to [email protected]

Closing date for applications: 30th September at 5pm