Business Administrator/Book-keeping

Job description

Job responsibilities

Book-keeping and Accounts

1.Reconcile accounts on dashboard/XERO

2.To carry out Shop reconciliation on dashboard/XERO as required

3.To record and process all Invoices and requests for payment

4.To raise Sales Ledger invoices as required and to chase for payment when overdue

5.To keep accurate book-keeping records

6.To support accounts overview and challenge discrepancies/errors

7.To assist the Chief Executive with month end, year-end, budgeting and other management accounts ensuring accurate records are kept

8.Co-ordinate regularly with payroll provider

9.Investigate discrepancies in transactions

10.Setting up new suppliers/customers in our Accounts/finance systems

11.Follow-up on overdue supplier/customer payment and resolve queries

12.Maintain accurate digital filing system

13.Ensure compliance with HMRC

14.Retail visits to engage with staff to ensure accounting best practices are implemented.

Reception and Administrative Support

1.Provide a professional and welcoming reception service, answering calls, greeting visitors, and directing them as appropriate both for Mary Ann Evans Hospice and The Warren Building.

2.Process payments and maintain accurate records for merchandise sales.

3.Support volunteers working in the main hospice and ensure effective communication with staff and volunteers.

4.Manage sign-in sheets and produce car park codes as required.

Other Duties

1.Be IT literate and proficient in Microsoft Office (Word, Excel etc) to facilitate efficient communication and documentation.

2.Provide clerical and administrative support to the wider hospice team as needed, including covering for sickness and holidays.

3.To ensure purchasing procedures are followed and records kept

4.Managing databases and ensuring a high level of accuracy and safe handling of confidential information.

5.Maintaining safe, secure and efficient office systems management and filing.

6.Where appropriate be diplomatic, discreet and sensitive and maintain confidentiality appropriately.

7.Work flexibly across the organisation and through all departments and sites as required to support the delivery of hospice services.

8.Act as a role model to staff and volunteers.

Standard Requirements of all Mary Ann Staff:

1.To be flexible and adapt to the needs of the department and your team.

2.To maintain strict confidentiality and always adhere to data protection policies.

3.To observe and maintain security procedures and to be aware of responsibilities towards Health & Safety, Hospice Policies & Procedures, and COSHH.

4.Mary Ann operates a strictly no-smoking policy whilst on duty and on the premises.

5.Exercise responsible stewardship of hospice resources.

6.Attendance at meetings, events and activities may require the post holder to work beyond the normal hours/days of work on occasions flexibility is essential.

7.To have an understanding and demonstrate regard for Mary Anns values, vision, mission, and strategic aims.

8.Travel in the Warwickshire area, and on occasions within the UK, to fulfil role and attend/participate in training and personal development opportunities, using own vehicle or public transport, for which expenses will be met in line with policies.

9.To maintain an effective and collaborative working relationship with other members of staff and volunteers.

10.To participate in annual and quarterly performance appraisal, where the job description will be reviewed, and objectives agreed.

11.Take responsibility for ensuring the timely completion and/or attendance for all statutory and mandatory training requirements relevant to role as outlined by Mary Anns Policy.

12.To participate in surveys and audits as required by the service in relation to your role.

13.Conform to conventional standards of professional uniform and business dress when representing Mary Ann.

14.To accept temporary redeployment within any part of Mary Ann should the need arise ensuring hospice goals and objectives are met.

Person Specification

Qualifications

Essential

• GCSE or equivalent grade C/4 and above in English and Maths

Desirable

• AAT Qualification or equivalent
• Business Administration Qualification or equivalent

Experience

Essential

• Experience in book-keeping
• Experience in accounts payable
• Experience in processing Invoices and Purchase Orders for payment
• Experience in all Microsoft packages especially Excel.
• Key attention to detail
• Analytical skills required
• Able to work on their own but also as part of a wider team with whom they can quickly build up trust and confidence.
• Able to demonstrate perseverance and resilience.
• Conscientious, methodical and organised.
• The ability to communicate, at all levels, verbally and in writing, clearly and easily, both within and outside the organisation.

Desirable

• Accounting databases i.e. XERO and SAGE
• Experience of working in a charity/fundraising environment.

Professional Behaviours

Essential

• Self-motivated, passionate, and confident
• Resourceful and creative
• High level of accuracy and attention to detail
• Adaptable and capable of managing changing priorities and tasks.
• Calm, caring, enabling and supportive manner.
• Positive, encouraging, sensitive and discreet.
• Ability to work with minimal supervision and able to manage own workload.

Other Job Requirements

Essential

• To wear Business Support Services uniform/accepted formal code of business dress
• Ability to work in non-smoking environment being a non-smoker whilst on duty
• Ambassador for the organisation
• Able to work flexibly or additional hours on occasions.

Disclosure and Barring Service Check

This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.

Employer details

Employer name

Mary Ann Evans Hospice

Address

Eliot Way

Nuneaton

Warwickshire

CV10 7QL

Employer's website

https://www.maryannevans.org.uk/ (Opens in a new tab)