OVERVIEW
Role Title NAPAC : Office Administrator
Prepared by : JH / KN
Date
Version
: 5th Sept 2014
: Final
Reporting
Relationships
Reports To: Fundraising
Manager , NAPAC
Leads / Supervises:
Administrative Assistant
Liaises with :
Chief Executive, Operations Manager,
Training & Development Manager (Stockport)
Role Purpose
Criminal Justice Liaison Officer.
The role holder will be accountable for providing a full administrative support service to the organisation. This will be done by:

Introducing & developing an effective financial management and administration function within NAPAC.

Overseeing the HR arrangement so that it reflects the needs of the organisation.

Supporting the CEO and Operations Manager in workload management and communication within the NAPAC staff team.

Providing a professional service in response to external enquiries into the main office.
With the aim of ensuring that an appropriate financial, human resources & administrative framework is in place.
Note : Future revisions to the JD and reporting lines may be required in order to meet the changing requirements of the organisation. (This will be subject to due process / agreement).
The post holder will be based initially at the NAPAC office in Brixton Road, near Oval tube station, London SW9 but will be relocating in the London Area in February 2015.
DIMENSIONS OF ACCOUNTABILITY
Nature of work – typical activities
Finance :

To maintain detailed and accurate records of all aspects of
NAPAC’s financial operations including the introduction of a computer based accounting system. ( SAGE or equivalent )
 To manage all aspects of NAPAC’s banking arrangements on a secure and efficient footing so ensuring that all monies due for payment or receipt are dealt with promptly; including the day to day management of the petty cash system.

To maintain proper records of all expenditure and ensure that detailed receipts are produced before any costs are reclaimed and
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that receipts / proof of expenditure are filed safely for future reference.

Develop processes to introduce a formal budgeting and management reporting system for a growing organisation.

Develop financial policies for NAPAC and ensure compliance throughout the organisation.

Work with the accountants to produce all end of year accounts.

Introduce and ensure the efficient operation of the payroll systems including regular checks to validate the accuracy and confidentiality of all data produced.

Responsible for the organisations pension provision.
Human
Resources:
Administration:

Ensure that detailed records for each member of staff and volunteers are kept securely and updated immediately following any change.

Maintain HR polices & procedures and work with line managers to ensure effective line-management of all staff and volunteers.

Responsible for all administration for the organisation including the smooth running of the NAPAC office with support from the
Administrative Assistant ( When in post : Subject to funding )

Maintain all insurance arrangements for the organisation.

To understand the implications of Data Protection Act and other legislation to ensure confidentiality of records and information is maintained.

To ensure that accurate and comprehensive records of all service statistical information is kept under the guidance of the Operations
Manager.

Be the main contact for all IT requirements for the organisation, obtaining advice as and when required.
Measures of success / KPIs

The implementation and management of an annual budget, signed off by Trustees, and providing regular management reports.

Robust contracts of employment and HR polices & procedures

Robust Finance policies & procedures

Provision of effective Office Management arrangements.
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Nature of internal and external interactions and interfaces – key relationships
QUALIFICATIONS/REQUIREMENTS
Knowledge and
Experience
Education and
Certifications

A sound working knowledge of the principles of double entry accounting and all associated aspects ie. P&L, Balance Sheet, nominal ledger, adjusting journals etc. in a computer based environment.

Knowledge of Charity Accounting

Experience of successful management at middle level and contribution to problem solving initiatives and service development planning

Experience and proven track record of managing staff records etc.

Good working knowledge of Microsoft packages ie. Word &
Excel.

Appropriate accounting qualification (AAT, CIPFA etc)

CIPD qualification or equivalent

Good A Level / Degree standard of education or equivalent
Required
Behaviours /
Attitudes

A personal commitment to supporting adults abused in childhood

Compassion and sensitivity to the cause
 Alignment with NAPAC’s values and behaviours

Tact and discretion

Attention to detail

Flexibility, agility in way of working
 Team player & ‘can-do attitude’

Proactivity

Work with CEO and Trustees to present progress reports with respect to the 5 year action plan

Develop relationship with external accountants in preparation for all payroll and end of year financial reporting to be brought ‘in-house’.
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