Finance Administrator – Part-time (3 days)

Archaeology Scotland

Archaeology Scotland is a Scotland-wide charity and is a voluntary membership organisation which works to secure the archaeological heritage of Scotland for its people through education, promotion and support.  You will be working as part of a small team based in Musselburgh but covering project across Scotland. This is an opportunity to join a vibrant team, and help establish financial best practice for a growing educational charity.

Objective of the post:

To provide accurate accounting and financial services to the organisation and establish and maintain an effective working relationship with clients and colleagues.

Main Duties

Xero Accounting System and online banking

Operate cloud-based accounting package (Xero)

Processing all Xero data and relevant paperwork

Reconcile all bank accounts

Post all month end journals including depreciation, accruals and prepayments

Prepare monthly financial reports

Liaise with payroll provider

Upload pension’s data to pension provider

Prepare and send out remittance advices as required

Prepare and issue cheques & invoices, ensuring they are sent out timeously

Credit control management

Process Gift Aid claims to HMRC

Process bank transfers, Direct Debits and make bank deposits

Liaise with the Treasurer and Director to ensure the smooth running of the organisation’s financial operations.

Prepare Management Accounts for previous quarter

Prepare accounts for annual audit and liaise with accountants

Operate business online banking system

Maintain petty cash system

Attend Management Group and Board meetings as required

Process membership applications and subscription renewals

Liaise with Membership Administrator on renewals and Direct Debits

General Administration

Administrative tasks as required, updating databases, answering phones and providing holiday cover for the Office Administrator.

Qualifications and Experience

A minimum of three years’ work experience at a similar level of responsibility is required for this post and a proven track record of using Xero is a requisite.

A high standard of computer literacy is required, with excellent skills in Excel, databases and word processing packages. 

Personal Qualities

The postholder must possess good time management skills, being able to organise a varied workload in an efficient manner.  The ability to communicate with a wide variety of people of diverse backgrounds in an efficient and friendly fashion is of paramount importance, as is a degree of flexibility which will permit the postholder to react competently to the extremely varied and often unexpected issues which arise on a daily basis in a charity.  The postholder must be able to work in close co-operation with the enthusiastic team.  Knowledge of archaeology is not necessary, but a general interest in aspects of the Archaeology Scotland’s remit and/or the voluntary sector would be an advantage.

Salary and Working Conditions

This is a part time post, with a starting salary pro rata of £24,000 per annum.  There is excellent holiday allowance with annual leave, for this post, of 15 days per year plus 6 statutory public holidays. There is additional gratuity leave over the Festive period when the Archaeology Scotland offices close for 2 weeks. This is a permanent position.

The postholder will work a 22.5 hour week over 3 days (to be decided with successful applicant). Archaeology Scotland operates a flexitime system and there will also be an opportunity for some home working. 

The Archaeology Scotland offices are currently based at Eskmills, Musselburgh, EH21 7PB.

Applications, by way of a letter of application and a current CV should be returned to the Director by Monday 16th December 2019.