Finance Administrator

About the role

Financial Administrator reporting to the Finance & Operations Manager. The role of Finance Administrator is a crucial one in our small Finance team, where the successful candidate will be responsible for maintaining financial records. This position requires strong organisational skills, an attention to detail, enthusiasm for figures and good financial practice. The Financial Administrator must be able to work independently as well as alongside the Finance & Operations Manager and Supporter Care Team.

To provide administrative support to the Fundraising Team, and to ensure smooth day to day running of the Fundraising Office. The role will build, manage and nurture relationships with supporters and the post holder will deliver by recording accurate information about donors and assisting with donor queries

This post will suit a highly organised and compassionate individual with excellent communication skills.

Finance

• Preparation of income journals and recording of income onto accounting software
• Recording of expenditure onto accounting software
• Obtaining purchase invoice authorisation
• Create, complete, maintain purchase invoice records - purchase ledger
• Weekly banking either at Clatterbridge Cancer Centre Liverpool or Wirral (alternate each week) and preparation of relevant banking paperwork for Security Plus and accounting journal
• The post holder will regularly handle and process cash and cheques
• Processing, monitoring and monthly reconciliations of bank accounts, credit cards, PayPal, JustGiving and other financial accounts
• To maintain an accurate and up to date system for distribution and monitoring of collecting tins/buckets
• Accrual and prepayments journals
• Monthly reconciliation of income on Donorflex to the accounting system
• Assist with ad-hoc management reporting including transactional analysis
• General ledger maintenance
• Balance sheet reconciliations
• Coding of income and expenditure to the accounting software, ensuring these are within the correct budget codes
• Reporting on charity income and expenditure - including monitoring charity reserve balances and grant award balances on the accounting software
• Monitoring and reporting on the charity’s Lottery membership, income and expenditure
• Support the processing of gift aid claims
• To follow up income received without a gift aid declaration to maximise potential income for the charity
• Participate in appraisal and performance related meetings as requested
• Taking card payments in person and over the phone
• Grant administration work - liaising with grant award recipients, collating monitoring information and progress information
• Scanning and storing financial documents

Supporter Care

• To provide friendly, efficient and professional reception service for visitors to the fundraising office - provide the first point of contact for enquiries and information regarding the charity to staff, the public and supporters
• Maintaining office systems, including data management, scanning and storing documents
• Dealing with incoming email and post
• To process outgoing mail
• To develop and maintain administration procedures within the fundraising department
• To input data on donor and income database.
• Processing and thanking donations from a variety of different sources through our donor database
• Undertake correspondence with regular supporters and reply to requests and donations in a timely and efficient manner
• Producing reports from the data management system
• Ensuring supporter information is up to date on donor database
• Liaising with fundraising team members to ensure our donors receive information or resources they need
• To develop and maintain processes and procedures to streamline the work of the Charity, maximising the use of the database
• Being first point of contact for telephone enquires
• To answer telephone calls in agreed manner and relay accurate telephone messages, dealing with callers promptly and confidentially
• To provide excellent customer service on telephone and face to face
• To develop and maintain relationships with staff and supporters
• Assist the Fundraising Team by preparing information packs in response to enquiries from the public
• Assisting and supporting the fundraising team at events
• Address queries and issues related to finance from staff and vendors

Person Specification

Essential

Office administration

• Experience in customer or supporter facing role

• A bookkeeping qualification or relevant experience
• Experience of financial software

Desirable

• QuickBooks

Knowledge, Skills & Attitudes

Essential

• Proficient in use of IT, particularly Word, Excel, Outlook and Powerpoint
• Excellent communication skills being the first point of contact
• Self-motivated, good organisational skills, flexible
• Great team working skills with the ability to work across departments

Desirable

• Knowledge of the 'donor journey’
• Full driving licence with use of own vehicle for business use