Administrator (Finance)

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.