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