Finance and Administration Assistant

About Us

Headway East London  is a charity supporting people affected by brain injury. Working across 13 London boroughs we offer specialist support and services for survivors and their family. We offer therapies, advocacy, family support and community support work alongside our day service: a community venue where people can make the most of their abilities and interests.

We also promote awareness and understanding of brain injury by providing information to the public, and offering training to university students, professionals and businesses.

Our vision is to build a community where people with brain injury are valued, respected and able to fulfil their potential.

About the Role

The Finance & Administration Assistant is a newly created role that will provide various parts of the organisation with administrative support, as well as some receptionist duties. This dynamic role will sit within the Finance team and report to the Director of Finance, however it will directly support the areas of Administration, Finance, Fundraising, and three different Service Delivery functions.

Principal Duties and Responsibilities

Administrative tasks

• Manage external communications through post, telephone and email, ensuring information is redirected to the relevant person to be dealt with efficiently and effectively.
• Support service/department managers with necessary purchasing.
•  Keep up to date record of monthly invoicing information for services and liaise between the Senior Finance Officer and the Service Managers to ensure this system is running efficiently and effectively.

Finance related tasks

•  Manage Petty Cash transactions on site, ensuring accurate and up to date records are kept at all times, and perform the bank runs.
• Collect and check monthly debit card and credit card reports with all necessary Purchase Invoices and PO’s from the card holders.
•  Assist the Finance Officer in processing expenditure: checking Purchase Invoices against PO’s, ensuring that all authorisations are in place, and posting expenditure on the QuickBooks database.
• Assist the Senior Finance Officer in sending out statements to overdue Debtors from QuickBooks.

Fundraising related tasks

• Process donation payments received via cheque, cash or PayPal and similar platforms onto the Beacon database.
•  Assist the Fundraising Manager in keeping the Beacon database up to date with donations/grants received, gift aid eligibility and forms, and grant contracts.
• Instigate periodic thank-you letters to donors.