As a Finance & Administration Assistant, you will support and maintain our financial records and ensure the efficient running of the accounts function in-line with all current legislation. Your will support our grant-making processes, particularly in relation to grant payments processes. You will act as a key point of contact for our Board of trustees, establishing yourself as their ‘go-to’ in the charity and supporting them as they undertake their responsibilities in relation to the charity. You will provide PR support to our Chief Executive - your attention to detail and ability to anticipate needs will help the Chief Exec focus their time more effectively.
Supporting the Finance Manager, you will:
– Maintain banking records and support the completion of bank reconciliations.
– Update and maintain the SAGE accounting system.
– Process all purchase / sales ledger invoices.
– Help maintain donation records and grants paid on our CRM system.
– Carry out monthly payment runs, including processing on our online banking platform, liasing with trustees and Grants team.
– Support the delivery of the financial management reports and papers.
– Support the Finance Manager with any relevant ad-hoc requests.
Supporting the Grants team, you will:
– Check that funding applications are complete, request any required information and undertake basic checks
– Arrange panel meetings and visits to funded groups/individuals
– Input panel decisions, set up and oversee grant payments using our CRM system
– Inform groups of panel decisions and maintain receipt records as needed
– Monitor the DCF Admin inbox and answer telephone calls and messages, providing general information on grants programmes and diverting queries to other staff members appropriately
Supporting the trustees, you will:
– Provide administrative support in the planning of Board meetings and subcommittee meetings, liaising with staff
– Arrange and attend Board and subcommittee meetings, preparing agendas, sending papers and taking minutes
– Act as a point of contact for Board member enquiries and requests, liaising with other staff members to respond
– Support Board members in their duties by providing timely reminders of agreed actions
Supporting the Chief Exec, you will:
– Manage Chief Exec diary, emails, and communications, ensuring effective prioritisation and scheduling
– Support delegation of tasks to other staff as needed
– Arrange meetings and participation in events, overseeing any travel, accommodation and hospitality needs
– Ensure the Chief Exec has the relevant reports, papers and data for their meetings and events
– Receive and distribute all incoming mail
– Provide a range of confidential administrative support from letter formatting to arranging trustee signatures