Job Description for the Post of Finance & Administration Officer
(With Membership Development support)
Post:
Finance and Administration Officer (with Membership
Development support)
Location:
Belfast with travel across Northern Ireland
Responsible to:
Programme Manager
Salary:
£22,001 per annum
Length of Contract: The post is funded until March 2015 (continuation subject to
further funding agreement)
Hours:
35 hours per week (excluding meal breaks). No overtime
paid, but time off in lieu may be taken as appropriate.
Leave:
25 days P/A plus public holidays
1. Introduction
The role of the Finance and Administration Officer (with membership development
support) is a key post within Development Trusts NI (DTNI) and is pivotal to the
effective development of the organisation and delivery of services on behalf of its
members and wider stakeholder interest groups.
The position requires a person with energy, flexibility, initiative and selfmotivation, someone who is a team player with a strong belief in the values and
aims of DTNI. The postholder will be expected to have experience of setting up
and maintaining effective and efficient financial procedures and experience of
financial administration and bookkeeping, including payroll. Ideally they will have
previous experience of working with the Sage accounting system, will be
accredited as (or be working towards) a recognised accounting technician
qualification and/or have similar experience gained in a workplace setting.
2. Purpose of Post:
The post will provide comprehensive financial management and administrative
support to DTNI that includes: monitoring of funding; production of regular
management accounts and reports; management of income and expenditure;
maintenance of financial systems and procedures and support for strategic
business improvement.
The post offers the successful individual the opportunity for continuous personal
professional development. The post holder is the first point of contact for those
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engaging with the organisation and as such is required to display a high degree of
business professionalism, knowledge and experience of policy and practice in
matters relating to the community and voluntary sector with specific
understanding of matters concerned with urban and community regeneration,
asset transfer and enterprise development.
The post holder is required to possess good drafting skills and to be numerate in
handling all aspects of the organisations finance. The postholder will have
experience of setting up and maintaining effective and efficient financial
procedures and experience of financial administration and bookkeeping, including
payroll and display proficiency in SAGE or other financial software products.
The role requires the provision of research support as requested by the
Programme Manager (PM) on various issues relating to asset transfer and the
development of social enterprises. In addition, the post-holder will provide
information and support to the existing DTNI members and prospective members
and contribute to the development and delivery of the Community Asset Transfer
demonstration projects.
The Finance and Administration Officer role will also support the Membership and
Enterprise Development Officer (MEDO) and use their experience and knowledge
to assist the Board of Directors and senior team members to develop the work of
the organisation and take forward new projects.
3. Associated Duties:
Strategic Support
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Provide support to the Programme Manager, Strategic Advisor the Membership
& Enterprise Development Officer and the Board of Directors as requested
Contribute to the development of information and practical resources for those
organisations participating in the community asset transfer pilot programme.
Contribute to the development and dissemination of information and practical
resources for community & voluntary organisations interested in asset transfer.
Facilitate and support the project development for specific asset transfers.
Assist in the development of the membership of DTNI; in enterprise and policy
development; engage and work with the new local super councils; support the
delivery of training events, conferences and seminars.
Produce and contribute to information briefs, practical resources and
promotional material including the DTNI E-Bulletin & maintenance and updating
of web-site.
Contribute to earned income activities for DTNI, including the delivery of paid
training, appropriate consultancy activities and participation in delivery of
relevant programmes.
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Community Engagement
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Respond to enquiries from community organisations interested in acquiring or
taking on an asset, providing information, advice and signposting to relevant
support as appropriate.
Keep abreast of relevant resources, providing members with access to support
and or training opportunities and signposting to other relevant agencies.
Provide support to, and act as a point of contact between a community
organisation and local councils.
Support members with business planning, funding applications, etc by referring
as appropriate to DTNI resources and its ‘Pool’ associates
Encourage and support the sharing of learning and information and facilitate
peer support and networking
Public Sector Engagement
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Promote DTNI services with local councils and other public sector bodies
Respond to enquiries directly and on behalf of the MEDO and PM from public
sector officials and elected representatives regarding asset transfer and social
enterprise.
Deal appropriately with requests for information and support regarding the
development and delivery of the asset transfer strategy.
Encourage and facilitate peer support and networking across local councils.
Administrative Systems
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Develop and maintain information management systems consistent with the
needs of a small office environment and in line with professional standards in
public administration.
Undertake the management of all administrative correspondence with funders.
Answer phone calls, direct calls to the appropriate member of staff and take
messages
Deal with incoming & outgoing mail
Organise & book venues for various meetings and events
Logging information in respect of membership enquiry, process membership
payments, correspond with members and assisting with membership
development
Maintain and update computerised & manual filing systems
To support the PM in the governance of the DTNI including administrative
aspects of Board meetings and submitting returns to relevant bodies
Undertake any other reasonable duties as deemed appropriate
Finance
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Maintain accurate company accounts.
Liaise with accountants in the preparation of end of year accounts and company
returns.
Undertake monthly bank reconciliations and reporting to the PM, DTNI Board of
Directors and Finance sub-committee.
Submit and process of quarterly claims and associated reports to funders,
processing invoices and payments.
Ensure that financial systems and controls are in place
Negotiate with suppliers
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Event Planning
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Book venues, produce and collate training materials.
Preparation of all matters concerned with travel outside Ireland.
Act as the first point of contact and liaise where appropriate with external
agencies and individuals for event management including seminars &
conferences.
Organise and attending marketing events.
Process bookings for DTNI events in hard copy and utilising online resources
and produce delegate lists and information packs when necessary.
Provide support to develop post evaluation resources and collation of
information.
Diary Management
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Maintain the Programme Managers diary.
Maintain the Strategic Advisors diary and share with the PM and Chair as
directed.
Maintain diary commitments on behalf of the Board of Directors including
managing board meetings and attendance at seminars/conference and public
engagements and social events where relevant.
Recording, editing and dissemination of all briefing notes and Board minutes
Manage all travel and accommodation arrangements on behalf of the PM, the
MEDO, the Board of Directors and others including representatives of the CAT
pilot organisations as necessary.
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