Job Description – Caring Support Bookkeeper /Administrator
Job title:
Caring Support Bookkeeper / Administrator
Key Purpose: Bookkeeping and Administration for the Care Service
Reporting to: Caring Support Manager
Main responsibilities:
1. Financial and human resource record-keeping for the organisation
2. To improve efficiency of the organisation by:
- Maintaining the new accounting system and to use the capabilities
of the new system to improve financial management and provide
business information.
- leading the conversion from paper to electronic filing
3. Work closely with the manager and staff to ensure smooth running of
the organisation, providing proactive administrative support.
Background:
Caring Support is a not-for-profit organisation, providing home care services. It aims
to give clients greater control, flexibility and continuity in their care service.
The service works as a co-operative with the following stakeholders: clients (those receiving care): to deliver a service that supports their choice to
live independently in their own home with dignity and respect;
 primary carers (typically a member of the client’s close family): to give them
practical support;
 homecare assistants: to raise professional standards by providing support,
training and development;
 family, friends and supporters: giving them pastoral support, and
opportunities for volunteering within the service.
Caring Support is expanding its business within the existing Croydon cluster of
clients and carers and plans to set up new clusters in adjoining areas. It needs to
scale up and improve the efficiency of how it operates.
This role is key to that challenge and will therefore need to interact closely with
others in the organisation. We are seeking someone who will make the
improvements needed, while providing reliable bookkeeping and administrative
support to the organisation.
Main Activities:
Bookkeeping:
 Understand and maintain the new accounting system and use the capabilities of
the new system to improve financial management and provide business
information.
 Extract and compile information from the accounting system and other sources to
support the following:
- Annual budget and updated budget forecasts
- Monthly business performance monitoring
- Quarterly accounts and end of year accounts
- Other financial information for the Board of Trustees
 Input monthly client based records of staff hours and produce wages and
invoices monthly in line with targets. Record all related PAYE and HMRC work for
staff.
 Liaise with suppliers and customers and record day-to-day financial transactions
in the accounting system in a timely manner. Maintain paper based
documentation supporting financial transactions.
 Prepare annual accounts to trial balance and liaise with Reporting Accountant at
year end and Accounting Advisor(s) as necessary.
 Support the Treasurer in administering gift aid and donations to the service
 Keep an inventory of Caring Support assets.
"refining" paper records, do we mean that we are trying to rationalise or simplify as we move
to electronic records?
Administration:
 Improve and maintain Caring Support record-keeping; rationalise paper-based
files and where appropriate move to electronic filing/ on-line to streamline capture
and sharing of information.
 Maintain human resource records for staff recruitment, employment, training and
supervision. Maintain records for clients, volunteers and members.
 Deal sensitively with confidential information.
 Assist in recruitment of new staff members: advertising posts, liaising with
candidates, issuing recruitment packs, arranging interviews etc.
 Arrange staff and members’ training with course organisers.
 Maintain the quality assurance systems for Caring Support required by the Care
Quality Commission (CQC)
 Order office, stationery and care supplies and other administrative tasks as
requested by the Care Manager.
Pay: up to £12.00 per hour depending on experience and qualifications.
Other benefits:
- Paid holiday entitlement of 25 days pro rata,
- Excellent training opportunities
- Friendly, well organised work environment and good support.
Hours:
- 21 hours per week
- Holiday time hours as above and by arrangement.
Person specification:
We are seeking an experienced and confident individual who can take the initiative
to make changes in how the organisation operates, and takes pride in providing
excellent on-going support.
You will have at least 2 years bookkeeping experience and some administration
experience, good computer skills, specifically MS Excel, Word and familiarity with an
accounting software package, such as, SAGE and QUICK BOOKS.
You will have effective communication skills, the ability to solve problems, working
both on your own initiative and as part of a team. You will be reliable, have the ability
to work to deadlines, be committed to the aims of Caring Support and enjoy being
part of a professional team.
No formal qualifications are necessary although a qualification such as an AAT Level
2 Bookkeeping Certificate / NVQ Level 2 Administration or equivalent in bookkeeping
/administration would be an asset. 2 years’ experience and knowledge of
computerised accounts is essential.
It would suit someone with a good track record in a bookkeeping role who is
ambitious to broaden their skills and take on greater responsibility.
You will be expected to understand and implement Caring Support’s policies on
Equal Opportunities and Health and Safety. You will be comfortable working in a
multicultural environment, interacting with people from diverse backgrounds and
cultures.