Finance & Admin Officer

POST DETAILS:

Post Title: Finance & Admin Officer

Location: London / Some hybrid

Salary: £28k-£30k per annum DOE

Hours: Full-time, 36 Hours per week

Reporting to: Senior Management Team (SMT) – CEO, Director of Operations & Director of Development

JOB SUMMARY:

The Finance & Admin Officer will support the Rio Ferdinand Foundation’s SMT and regional teams with key areas of responsibility around financial administration, supporting internal and external communications and planning, travel arrangements and general administration tasks.

Key responsibilities include:

Financial Administration:

Supporting the Director of Development with

·        Day-to-day financial administration

·        Monthly cash flow reconciliations against bank statements

·        Processing monthly expenses and petty cash claims

·        Preparing financial claims and reporting for donors and partners

·        Preparing financial reporting info for the board and audit committee

Communications & Planning:

·        Supporting the SMT with preparation of board and audit committee papers and materials, minutes and actions

·        Supporting the SMT with staff onboarding and administration, editing and sharing contracts, new starter forms etc.

·        Supporting the SMT with writing and editing documents and presentations and arranging online and in-person meetings as required.

·        Overseeing the info@ general email address forwarding queries to relevant team members

·        Supporting internal communications between regional teams attending and minuting weekly regional leads meetings and arranging other online meetings.

·        Supporting regional teams with planning events including booking venues, caterers, photographers and other suppliers, sourcing equipment where required, and managing invites/booking systems and guestlists

·        Ordering equipment, stationery, merchandise items and staff kit

·        Supporting production of quality of external publications, assets, marketing materials and digital content, including website and social media as required.

·        Support to the maintenance of the Foundation’s event planning system.

·        Support to creating and maintaining a centralised database of Foundation partners and key contacts.

·        Supporting training delivery and administration by booking venues, arranging workbooks and equipment, collating learner information and posting certificates.

Travel Arrangements:

·        Supporting the SMT with booking travel and accommodation arrangements as required

·        Supporting regional teams by booking travel and accommodation arrangements for events or Foundation away days.

·        Supporting Ambassadors and guest speakers with travel and accommodation arrangements as required.

General/Other

·        Maintain an efficient online filing system, keeping files up to date or archiving where appropriate

·        Saving photo and video content on the Foundation share point and sourcing for team members as required.

·        Identify opportunities to improve efficiency and report to the SMT as appropriate

·        Coordinate annual leave and HR administration as required

Person Specification:

This is a pivotal role for the entire Foundation team supporting all colleagues to be more efficient and effective in their roles and responsibilities. The ideal candidate will need skills and experience in:

-            Financial administration (desirably within a charity)

-            Administration experience supporting remote teams

-            Minute taking

-            IT Skills including MS Office

-            Experience using the Xero accounting software (desirable)

-            Strong communication skills

-            Event planning/support