Lead Administrator

Job Description:

We are seeking a highly organised and proactive Charity Lead Administrator to support our organisation on a part-time basis. This role involves a lot of liaising with key stakeholders, including the Project Director, Trustees, Finance Administrator, and external accountants, making it vital for the successful running of our charity.

As the Charity Lead Administrator, you will play a crucial role in managing grant agreements, helping to finalise grant requests, compiling reports to donors, and ensuring due diligence. You will also coordinate funding requests and ensure compliance with grant terms, particularly around expenditure tracking and reporting. Your strong understanding of budget structures will be key in supporting financial management processes.

You will be working with Climate Response Limited, who currently run the Climate Crisis Advisory Group (CCAG), a world leading group of climate science experts, supporting their work globally.

Responsibilities include:

·       Liaising with Key Stakeholders: Act as the central point of communication between the Project Director, Board of Trustees, Finance Administrator, and external accountants.

·       Grant and Reporting Management: Assist in preparing and finalising grant agreements, donor reports, and funding requests. Ensure that all grant terms are met, including compliance with reporting requirements and accurate recording and coding of expenditure.

·       Meeting Preparation and Support: Prepare agendas in consultation with stakeholders and distribute relevant documents in advance of board meetings.

·       Minuting Meetings: Accurately record and distribute minutes for board and project meetings.

·       Budget Administration: Collaborate closely with the Finance Director and assist with budget tracking, ensuring that expenses align with financial reports and funding requirements.

·       Xero Support: Aid in financial tracking and decision-making by ensuring that Xero coding accurately reflects the spending structure. Assist with coding by funder, supplier, working group, or in comparison to the budget, ensuring financial transparency.

·       Invoice Management: Review and assign serial numbers to each invoice, verify them against the budget, and pass them to the Finance Director for approval and payment. Escalate queries to the appropriate person only when necessary.

Qualifications:

1.     Proven administrative experience, preferably in a charity or non-profit setting.

2.     Strong communication and organisational skills, with an emphasis on stakeholder management and financial liaison.

3.     Familiarity with financial administration, budget tracking, and compliance with funding terms.

4.     Experience with Xero accounting software is beneficial but not essential, as training can be provided.

5.     Ability to work independently and manage tasks with minimal supervision.

This role offers flexible working hours, making it ideal for someone looking to contribute to a meaningful cause in a supportive and dynamic environment. If you are passionate about supporting charitable initiatives and have the skills to keep our operations running smoothly, we would love to hear from you.