LST is recruiting a part-time PA to provide administrative support to the Director of Finance & Administration (DFA) who is a member of the Executive Team. 

Specific duties include administrative support (typing Minutes, taking Notes); personal assistance (diary management, processing expenses), operating as Secretary to Committees (scheduling meetings, collating documents, taking Minutes) and administering Visiting Lecturer contracts (supplying contracts, contact for invoicing queries).

This a 0.6 FTE contract and the hours can be worked in three days or across the week.

The ideal candidate for this role will have a minimum 2 years’ experience as a PA and/or Administrator; be IT literate and proficient in the use of Microsoft Office and email administration, and be able to maintain high levels of confidentiality with excellent organisational, communication and interpersonal skills.

All successful candidates must have the right to work in the UK.

Application process and closing date:
 
A complete Job Description (JD) and full details of the application process can be found within the JD and on LST's website.
 
Closing date for receipt of applications:      1700 hours, Monday 9 November 2020
Interview date:                                             Afternoon, Friday 13 November 2020
It is intended that interviews will take place on site.
 

Age UK East London aims to be an organisation that enables older people to:

• Retain maximum possible choice over the direction of their lives;
• Maintain and improve health;
• Prevent social isolation;
• Live in physical environments suited to their changing needs;
• Have as many opportunities as possible for involvement in fulfilling community and leisure activities.

Older people and their carers are our partners in everything we do.  We aim to keep our work:

• Personal
• Safe
• Expert
• Progressive
• Respectful

The Director of Finance and Operations (DFO) ensures Age UK East London (AUKEL) has a strong financial management and robust operations needed to deliver its mission, leading on all AUKEL’s organisational budget planning and management, audit, compliance, and infrastructure functions. They are a key member of our Senior Management Team and play a key role in strategic and operational decision making.

The DFO is responsible for developing and monitoring the organisation’s annual budget; undertaking forecasting and reforecasting as needed; ensuring that the organisation remains compliant in terms of both its finances and its operations; overseeing the Business Support team.

The Business Support team is comprised of the Operations and HR Manager, the HR Assistant, the Accountant and the Evaluation Officer.

AUKEL is a respected provider across East London and this role offers great challenge and opportunity to shape the organisation as we implement our plans for growth in the coming years. Please join us and play a key role in building and developing our finance and operations function to enable AUKEL to grow its resources and deliver greater, more sustainable impact.

AUKEL believe that a diverse workforce leads to an organisation that is more open, creative and gets better results. We want our team at Age UK East London to represent communities we serve.

Job purpose

• Strategic responsibility for Finance, GDPR, Premises, HR, Evaluation & IT.
• Develop and deliver effective finance and resource strategies which support AUKEL’s strategic aims, income generation and operational plans.
• Working with our IT provider, develop and deliver effective IT and technology strategies that make us more effective and efficient.
• Work closely with the CEO as a member of the Senior Management Team helping formulate and implement the strategic direction of AUKEL.
• Work closely with the Trustees, Directors, and senior managers to plan, challenge, monitor and take corrective action as required.
• Manage key external relationships and negotiate on behalf of AUKEL.
• Provide company secretarial support to AUKEL and subsidiary companies and liaise with external auditors in producing subsidiary accounts.
• Ensuring the offices and facilities function well and in compliance with the relevant legislation.
• Being a key point of reference on legal, contractual and regulatory issues.
• Being alert to the risks facing AUKEL and they ways they can be mitigated.

Key tasks

• Oversee the finance function, ensuring proper administration of AUKEL’s financial affairs; advising and assisting the CEO and SMT on budget and financial planning strategies; monitoring and revising the budget in line with changing demands and projections and recommending actions in a timely manner to ensure the financial sustainability of AUKEL.
• Ensure the timely and efficient operation and financial accountability of AUKEL and any subsidiaries (currently dormant) through robust accounting and reporting systems and controls.
• Develop and implement robust financial forecasting together with policies and systems to integrate financial reporting with activity and other information in order to ensure the most effective use of all resources.
• Maintain the financial viability of the organisation through regular reporting and supporting or challenging the programmes and income generation plans.
• Advise (and where appropriate lead) on growth opportunities.
• Ensure the cost effective management of other services (e.g. HR, IT, Evaluation, Premises, GDPR, Legal).
• Overall responsibility for ensuring AUKEL complies with its data protection obligations as Siro.
• Provide professional leadership to ensure that the team are highly trained, motivated and resourced t deliver excellent services.
• Lead on production of annual report and accounts.
• Advise the Board and Finance Sub Committee as necessary.

Person specification

Essential

• ICAEW/ACCA/CIMA/CIPFA qualified or equivalent
• Proven success at managing and directing resources at a senior management level
• Possession of financial and business acumen to plan and manage budgets and achieve value for money both internally and through external contracts and opportunities
• Sound and objective judgement and decision making skills coupled with high levels of integrity, impartiality and ethics
• Ability to think strategically, analyse problems, make balanced judgements, influence decision making and translate ideas and policy into delivery
• Ability to operate effectively under pressure
• Ability to build, challenge and maintain strong relationships and partnerships with key internal and external stakeholders
• Ability to build, motivate and inspire effective teams, both holding them to account through rigorous performance management and the delivery of hard outcomes and using interpersonal and influencing skills to build consensus, change perceptions and attitudes and to manage conflict and challenge constructively.
• Effective communication skills with ability to adjust style appropriate to a range of audiences
• Effective delegation skills, to monitor progress regularly and offer timely support where necessary
• Data protection and GDPR knowledge and experience
• Effective Excel skills
• Strong verbal and written communication skills
• A genuine commitment to the principles and goals of AUKEL, passionate about older people and keen to make a difference.

Desirable

• Experience of CRM systems e.g. Charity Log, etc
• Experience of Theories of Change and Evaluation functions
• Experience in the not for profit sector
• A sound practical knowledge of charity accounting and SORP
• Experience managing an outsourced IT function
• Experience managing turnovers of around £2m pa
• Experience of managing finance for over 15 departments

We are recruiting a Finance and Administrative officer, who is able to be the first point of contact for IKWRO - Women’s Rights Organisation, responding in competence to the needs of women and girls in need of IKWRO’s help and professionals who approach the organisation according to the policy of the organisation.

Responsible for maintaining the financial records of a company by accurately recording the day to day financial transactions of the company.

To enable the smooth and efficient running of IKWRO’s office by providing administrative support, responsibility of administration including maintaining staff files, and bookkeeping services.The key aspects of this post are; administrative work and support, financial support, writing reports, and helping with human resource management.

This post is open to women only and are exempt under the Sex Discrimination Act 7(2) (d) and (e) and the Race Relations Act 5(2) (d) 1976.

Administrator

Part-time 15 hrs/week, 6 months with possibility for extension;

Salary: London Living Wage (Currently £10.75/h)

Application closes on 4 November 2020

Interviews will be held remotely on 6 and 9 November 2020

Please note that you must have the right to work in the UK.

In the first instance, the role will be remote due to COVID-19. Circumstances allowing, there will be the opportunity to be based in an office.

About BASIC

BASIC promotes meaningful dialogue amongst governments and experts in order to build international trust, reduce nuclear risks, and advance disarmament. We envision a world that uses cooperative measures, rather than the threat or use of force, to achieve peace and security. This world will be achieved by taking steps that promote mutual security at the international, regional, national, and individual levels, and sustained through resilient international norms and law.

Role Description

The successful candidate will become an important part of a vibrant and growing think tank team. This role offers the opportunity to support the smooth running and growth of the organisation. The appointed person will be expected to be able to carry out work independently to a high standard.

Day-to-Day Responsibilities

• Board administration

  • Drafting board papers for review

  • Scheduling meetings and liaising with board members

• Communications

  • Scheduling social media content

  • Website management e.g. uploading content

• Finance support

  • Supporting annual financial examination

  • Budget management

• Fundraising support

  • Monitoring grant deadlines

  • Supporting grant writing

• Human resource support

  • Providing administrative support for HR matters 

  • Handling month-to-month contact with payroll accountant

• Office management

  • Looking after office equipments/contracts

  • Supporting office policy development

• Other similar tasks as required

Please find a full person specification on our website.

This is a FTC until December 2021

Salary does not include London Allowance, which will be added if applicable

About the role

We're seeking a project finance officer for our Syria programme, specifically to lead on the financial management of an EU funded project. The project is focussed on providing education, skills training and supporting the resilience of young people in Syria, working with a Christian Aid local partner.

The role will work closely with the Senior Project Coordinator and local partner, to ensure smooth delivery of the project through financial management, including monitoring the budget, transfer of funds, risk management, and financial reporting, in adherence with Christian Aid and donor policies and procedures.

About you

You'll bring your motivation and passion for supporting those in Syria, alongside your high attention to detail, financial management experience and Arabic language skills.

Further information

This role requires applicants to have the right to work in the country where this position is based.

We value diversity and aspire to reflect this in its workforce. We welcome applications from people from all sections of the community, irrespective of race, colour, gender, age, disability, sexual orientation, religion or belief.

You can expect a wide range of rewards and benefits, including a generous holiday allowance, a season ticket loan, and flexibility that will ensure you enjoy a good work/life balance.

Founded over a decade ago, we provide excellence in music education and performance. World Heart Beat is fast becoming one of the most prominent music charities in the country for providing grassroots, non-selective, richly diverse, music education programmes for children from a vast array of backgrounds. We are proud that in 2018, we were awarded National Portfolio Organisation (NPO) status by Arts Council England.

World Heart Beat Music Academy provides music tuition and personal development opportunities after school, in the evenings and on weekend and school holidays. 350 children and young people between the ages of 5 and 25 years, who are based in Wandsworth and the surrounding London boroughs, come to us every week (many of them more than once). Wandsworth is one of inner London’s largest boroughs and it suffers from extreme social polarisation. We remove barriers by providing bursaries and free instruments and work closely with partners to engage those most in need.

Opening a vibrant new music education centre and venue

Selected by London Borough of Wandsworth and developers Eco-World Ballymore from a competitive field of 42 cultural organisations, World Heart Beat has been awarded a 750 m2 building in Embassy Gardens in the heart of Nine Elms, on London’s south bank (part of the largest regeneration area in Europe). The facilities will comprise 110-seat auditorium, state-of-the-art recording studios, 3 x teaching / rehearsal spaces and a community café and will enable us to provide a world-class music-led education and performance centre that promotes a global music programme, extends our reach to audiences and promotes social cohesion.

Construction of our music education centre and venue is set to begin in November 2020 and we plan to open in June 2021.

Overview - Job Purpose

Reporting to the CEO and working with and supporting the Fundraising team and Artistic Director the role is to be first contact point for financial matters in preparation, overseeing and reporting on the budgets for grant applications and accounts for the organisation.

The Finance Manager is a key member of our small team during this important expansion period and responsible overall financial management of the organisation and responsible for producing the annual accounts and managing the audit process. The role also includes  reviewing and implementing financial procedures, overseeing day-to-day and month-end financial management and accounting processes, cash and credit card management, and supporting the CEO with VAT and direct tax matters.

Responsibilities also include producing accurate and timely financial information for budget holders, and business partnering with stakeholders across the organisation.

The post holder will manage the book-keeper in the delivery of World Heart Beat’s statutory, legal and validation requirements, via liaison with auditors, validating bodies and external financial and legal advisors; and working with the CEO in the preparation of reports for the Board of Trustees and the Executive.

Main Tasks and Responsibilities

• Grant management Membership of a recognised accounting body
• Develop tools and systems to enable effective grant management
• Support Budget Holders with preparing donor financial reports, including justification of allocation of costs to projects in accordance with grants terms and conditions
• Work closely with the Directors and Project Managers for accurate and timely allocation and recording of expenses to the appropriate grants
• Support Budget Holders by providing monthly budget versus actuals reports, addressing any over/underspends and ensuring activities are carried out as planned
• Oversee the management and coordination of all financial reporting, including production of annual report and accounts and filing with regulators and including to funding agencies, with development and monitoring of contract and grant budgets
• Be responsible for ensuring all reporting and accounting requirements are fulfilled with regard to grants and subsidies
• Provide informative reports for funders and stakeholders

Internal controls and policy development

• Ensure financial and resource accountability and effective management of records as required for auditing
• Coordinate any statutory or donor audit and ensure completion of annual audited accounts in a timely manner
• Implement audit recommendations in a timely manner
• Review internal controls and update policies and procedures as required in consultation with the Director
• Create monthly management reports (or more frequently if requested), financial statements and cash flow projections for use by Executive management, fundraising team and Board of Trustees.
• Oversee the maintenance of the inventory of all fixed assets
• Carry out quarterly budget revisions and forecasts to ensure budgets closely reflect planned/approved activities
• Managing internal audit process

Financial planning

•  Financial planning and budgetary control, including the development and maintenance of a comprehensive budget model covering income and expenditure, balance sheet and cash forecasts. 
•  Ensure the annual accounts of the preceding year are prepared in time for the October Trustee meeting. 
•  Oversee all purchasing and payroll activity for staff and participants
• During the development phase of the World Heart Beat Embassy Gardens 2020- 2021) you will work closely with CEO to be the main point of contact for making payments  made for work completed. You will effectively project manage the finances for this development.

Essential Knowledge & Experience

• Membership of a recognised accounting body
• At least 5 years’ experience in financial and grants management of large and complex projects
• Strong financial analytical skills and thorough knowledge of non-profit accounting principles
• Ability to analyse, interpret complex data and make recommendations
• Experience with computer accounting packages, and excellent computer literacy in MS Office Packages, with excellent Excel skills a must

Essential Skills

• Highly detailed oriented and strong skills in administration, organisation and planning
• Good interpersonal and team working skills, within a multicultural setting
• Excellent command of oral and written English, and ability to communicate clearly and effectively 
• Proactive approach to work and able to work with limited supervision, resourceful, efficient and focussed
• Able to cope with high levels of pressure in meeting strict deadlines and situations requiring critical decision-making
• High integrity, unquestionable character and openness coupled with commitment to good governance
• Willing to take on additional responsibilities from time to time as appropriate to support the team
• Flexibility, patience and a can-do approach to tasks and the ability to adapt to a changing and challenging environment

Desirable Knowledge & Experience

• Experience with accounting in Zero
• Experience with DFID grants is an advantage
• Experience in working with Art organisations Trust fund- reporting

Pay, Hours, and Holiday

2/3 days a week

Salary £36,000 pro rata (depending on skills and experience)

Flexitime hours

20 days holiday (pro rata) plus bridging days between Christmas & New Year

DBS checked (or happy for this to be organised).

HOW TO APPLY

To apply, please apply online with CV and cover letter to Sahana Gero ,Artistic Director: 

This is a great opportunity for someone looking to grow and develop their skills in a busy, dynamic office environment as well as making a real difference to the quality of support and care people with Scleroderma and Raynaud’s receive.

This role is based in central London (though remote working arrangements are in place due to COVID19).

Scleroderma & Raynaud’s UK (SRUK) is a new charity formed by the merger of two patient organisations, the Raynaud’s & Scleroderma Association and the Scleroderma Society.

SRUK is the only charity dedicated to improving the lives of people affected by Scleroderma and Raynaud’s, both autoimmune, connective tissue conditions. We exist to improve awareness and understanding of these conditions, to support those affected, and ultimately to find a cure.

Working with the Head of Operations the Charity Administrator will:

• Co-ordinate and organise the smooth, efficient and effective running of our busy office environment in a warm, professional and responsive manner.
• Support the Head of Operations in running the charity’s operations.
• Assist with general office and basic finance administration.
• Build an excellent reputation of support services so that it is regarded as a centre of excellence by offering supporters/customers the best possible experience.
• Provide administrative support to the senior management team to support efficient and effective charity operations.
• Build strong relationships with supporters/customers to develop positive long-term relationships.
• Diligently administer all enquiries and capture supporter/customer data to build the knowledge base and ensure a 360 profile of supporters is developed and maintained.
• Provide administrative support to the Federation of European Scleroderma Associations (FESCA).

As the Charity Administrator, you will play a key role by offering an excellent supporter/customer experience, which will successfully deal with enquiries, provide expert information and build strong relationships. You will have proven experience of managing, maintaining and developing customer relationships, a clear understanding of best practice in customer service, excellent communication skills and the ability to successfully deal with a range of enquiries.

This is a great opportunity for an organised individual who is passionate about supporter care and is looking to be responsible for a broad portfolio of operations.

Salary: £24,000 pa offered on a permanent, full-time basis.

The selection process:

Applicants are required to submit a CV and a cover letter that explains how you meet the role requirements and how your experience can positively aid the efficient running of the charity and supporter services for the Scleroderma and Raynaud’s community. 

Please address applications to David Atkinson, Head of Operations.

Applications will be considered on an ongoing basis so please submit them at your earliest convenience.

Sufra NW London is a Community Hub that provides a lifeline to people in crisis – including families living in extreme poverty and people who are vulnerable, homeless or socially isolated. We provide them with the food and support they need to survive, empower them to learn new skills and improve their wellbeing, and help them to find work and become financially stable. 

We are recruiting an Office Administrator to take responsibility for the administrative procedures relating to the charity’s operations and provide ongoing support to volunteers and staff. The post holder will be responsible to the Finance and Administration Manager and will carry out general administrative and office management duties as well providing volunteer and services support and financial administrative support. 

A minimum of 3 years office administration skills and advanced IT skills are required for this role. The post holder must have excellent communication skills and be able to prioritise a varied work load. 

This is an immensely rewarding role working in a dynamic charity built on an ethos of sharing, hospitality and inclusivity. We are looking for an exceptionally committed individual who is willing to go the extra mile and has an adaptable and flexible attitude. Through your activities, you will be able to convey the charity’s passion and commitment to supporting vulnerable people and help the charity transform the lives of beneficiaries.

Typical duties involve:

• Answering incoming calls; taking messages and re-directing calls as required
• Dealing with email enquiries
• Taking meeting minutes
• Diary management 
• Data entry 
• General office management such as ordering stationary
• Arranging events

To apply for this role, please read through the full Job Description and Person Specification attached.

Join our friendly and dynamic team to provide a solid backbone to the organisation for all our financial and personnel aspects. Triangle is at the cutting-edge of thinking and practice in supporting and measuring service user change. Collaboration is at the heart of how our teams across the UK work together to achieve our social mission.

Outcomes for the role

• Finance processes are accurate and up to date and tasks are completed on time, including the sales and purchase ledgers, bank reconciliation and debtors processes.
• Staff receive their salaries, pension contributions and other payments correctly and on time.
• Colleagues are supported effectively with finance to enable smooth interactions with clients
• Communication and interactions with colleagues, the Directors and external parties (such as clients, the bank, HMRC and payroll providers) is timely and clear and aimed at making finance operations run smoothly.
• Internal and external systems to support the HR function of Triangle work effectively and staff are supported with their queries

Tasks of the role

The Finance & HR Administrator will carry out the following tasks to achieve the defined outcomes:

Finance

• Sales Ledger: raise accurate and timely invoices, chase unpaid invoices, including invoices for international clients and counter-parties, and apply the correct VAT rules
• Purchase Ledger: ensure all payments are made on time, working in conjunction with the Finance Director and supported by staff
• Xero Accounting System: use Triangle’s online finance system, Xero, in order to
  • record all financial information
  • process all billing,
  • process reconciliations
  • facilitate budget tracking
  • maintain purchase ledger and
  • reconcile balance sheet accounts, including bank reconciliation
• Staff expenses: process and pay expenses in line with Triangle’s policies
• Supplier forms: complete supplier forms
• Financial Reporting: Assisting the Finance Director and accountants to produce the quarterly VAT Returns, Management Accounts, Budget and Annual Accounts
• Insurance administration: manage policy renewals
• Salesforce: use Triangle’s Salesforce Client Relationship Management system to record and keep up to date relevant information
• Internal & external liaison with:
  • The Finance Director and other Triangle colleagues, including supporting their client relationships with finance-related processes and information
  • Bank(s)
  • Communicating with clients by phone & email
  • Liaison with external providers for payroll, pension scheme, benefits (childcare voucher scheme, Cycle to Work scheme, Employee Assistance Programme)

HR

• Recruitment: assist the team with recruitment administrative tasks, including job advertising and providing a point of contact for candidates
• Payroll coordination
• Policies & procedures: ensuring all documentation is up to date, in conjunction with the Business Manager
• Leave: Potentially managing / registering staff absences and holidays

The post holder will also be given other tasks from time to time as required.

The Person Specification

Essential – The person in this role will:

• Have AAT Level 2 qualification or similar
• Have a proven track record of at least 2 years in finance and HR administration of a small to medium-sized business
• Have excellent organisation skills with the ability to structure processes and set up efficient systems to support Triangle’s continued growth
• Be consistent and accurate and have an eye for detail
• Have experience in and be committed to following careful procedures to protect the sensitive personal data involved in this role
• Have excellent numerical skills and advanced knowledge of Excel
• Learn quickly, be adaptable, flexible and able to work in the ever-changing context of a growing organisation
• Be able to take the initiative and take a creative problem-solving approach
• Have well-developed interpersonal skills, working well independently and as part of a small team, and collaborating well with colleagues

Desirable – The person in this role will ideally also have experience of working with Xero and Salesforce

21 hours – To be solely worked on the BBO Click Start Project through until 30th June 2022

18 hours -  To be worked on other duties within the organisation.

This role is partly funded by the European Social Fund and the National Lottery Community Fund.

To provide administrative and clerical assistance to the Finance Manager, working to deadlines, policies and procedures as set out in the Staff Handbook.

This is an exciting opportunity to be a part of a charity that is a member of a national brand.  Join a growing organisation that excels in delivering a great service to clients and cares about employees.  Become a part of a team that puts excellence and clients at the forefront.

Citizens Advice Sandwell & Walsall are seeking to recruit an enthusiastic and experienced Finance Assistant.

The Finance Assistant must be flexible with their approach to work, target driven, able to work well under pressure while maintaining high quality and standards in all aspects of their work.

A positive manner in addition to good organisation and time management skills is important. The ideal person must have excellent communication skills.  The candidate must be willing to work as part of a team, and be able to use their own initiative to work independently.

It is vital they can carry out and monitor their own workload and related tasks, with minimal supervision. Accuracy is essential, as well as meeting deadlines.  Travel across Sandwell and Walsall will be required. 

Please note that due to the volume of applications we will only respond to applicants who are shortlisted for interview.

We are a large national charity with our Head office based in Stockport, looking for an enthusiastic Finance Administrator to work in our friendly Finance Department.  This is a fast paced environment with a strong emphasis on team work.

Experience of working within an office environment is desirable but not essential as full on the job training will be provided.  Within this role, you will become familiar with finance processes, handle external queries, and resolve account discrepancies.

The successful candidate will be conscientious and well organised with excellent attention to detail.  Experience and knowledge of using MS Excel will be beneficial in the role.

This role would suit individuals looking to develop their experience in finance, with opportunities for formal training and qualification after successful completion of an appropriate introductory period.

Our range of employee benefits includes:

• A Birthday Holiday Bonus after 2 years continuous service

• A range of employee discounts

• Free life assurance

• Pension with company contribution

Our Head Office is located in close proximity to transport links into Manchester City Centre, with Stockport train station a 5 minute walk away.

About Migrant Help: 

Migrant Help is a leading charity that has been established for over 50 years and delivers a range of support and advice services to migrants across the UK. Our vision is for a global society that protects vulnerable migrants, treats them with respect and enables them to reach their full potential. 

Purpose of the job:

• To contribute to the overall success of the Organisation in accordance with Migrant Help's aims and objectives.
• To provide professional administration support for Asylum Services.
• To assist the Business Support Manager - Regions and team colleagues with their day-to-day work in the provision of the AIRE contracts regional services. 

Main duties and responsibilities:

• Maintain an efficient up to date recording and monitoring system.
• Maintain logs for appointments for the completion of Asylum Support Forms, Change of Circumstances and Inductions on a national basis.
• Assist in making appointments for clients where required.
• Keeping accurate records on Service User location and contact details.
• Keeping accurate records of any vulnerabilities and monitor any changes to location working with all regional officers.
• Liaise with the Submissions team regarding completed and returned documentation.
• Support the timely and accurate allocation, recording and distribution of ASPEN cards in line with agreed processes. 
• Monitor the completion of scorecards for quality purposes.
• Ensure that the ASF main spreadsheet (or alternative) is accurate and reflective of the current situation. 
• Ensure that the Inductions spreadsheet (or alternative) is accurate and reflective of the current situation.
• Assist with Data entry.
• Maintain operational statistical information as directed by operational need.
• Maintain accurate records of invoices, delivery notices received from contractors and service commissioners.
• Monitor stationery, consumables and office supplies, ordering on a regular basis.
• Maintain diaries for appointments and briefings and circulate these to the appropriate members of the team.
• Open, sort and record all incoming and outgoing mail.
• Ensure monthly petty cash return and other documents are posted timely to finance team.
• Circulate, update and file information received via admin email inboxes as appropriate.
• Participate in regular team briefings/meetings and take accurate records.
• Responsible to take minutes of team meetings, daily briefings and external partnership meeting as required.
• Provide administrative support to other colleagues as and when required. 
• Any other reasonable duties assigned, including administrative and operational tasks within the post holder’s competency.

Migrant Help is committed to safeguarding those we provide a service to, applicants will have to undergo strict vetting procedures throughout different stages of the recruitment process. 

Special Requirements:  

• This post is subject to an Enhanced Disclousure and Barring Service (DBS) Check.
• This post is subject to a Counter Terrorism Check (CTC).
• Suitable candidate must be OISC registered or, have the willingless to work towards OISC qualification.

 Therefore the applicant must:

• Hold a valid, full current 10 year British passport; full EU passport or have indefinite leave to remain in the UK.
• Provide full UK address history for the last five years. 

Founded in 2011, Kaleidoscope Trust works to uphold the human rights of lesbian, gay, bisexual and transgender (LGBT+) people in countries around the world where they are discriminated against or marginalised due to their sexual orientation, gender identity and/or gender expression. We work with British and international institutions and partners to support the work of LGBT+ activists to bring about positive legislative, policy and social change for LGBT+ people everywhere.

The Role

The Finance and Programmes Administrator will play an important role at a small, creative and influential NGO as we deliver our international activities championing the equality and human rights of LGBT+ people. To support this work, we now seek a proactive Finance and Programmes Administrator as we expand our international activities championing the equality and human rights of LGBT+ people.

The Finance and Programmes Administrator will support the Finance and Compliance Manager, Board Treasurer and programmes team with efficient and effective administration and logistics relating to the organisation’s operations and programmes.

Key Responsibilities:

Finance

Administration and logistics (operational and programmatic)

● Raise, receive, process, code and upload invoices to/from suppliers using Kaleidoscope Trust’s finance management software (Xero)

● Ensure efficient and accurate book-keeping and records management of Kaleidoscope Trust’s financial accounts, including the collation of all receipts in line with donor guidelines

● Reconcile expected programmatic spend with expenditure in the finance system, at regular intervals and as needed for reporting, including reviewing and making journals in the finance system

● Process donations (online and otherwise) and Gift Aid claims

● Support the programmes team with logistics, such as making travel arrangements, and carry out other administrative tasks as necessary to ensure the successful implementation of programmes and operations

Reporting and analysis

● Support the Finance Manager, programmes team and Board Treasurer with preparing and updating budgets and forecasts

● Create financial reports (including forecasts and expenditure reconciliations) to enable tracking and monitoring of spend and to identify trends and risks

Compliance

● Contribute to the improvement and proper implementation of finance processes, administration and procurement relating to operations and programmes, ensuring compliance with contractual and legal obligations

● Investigate and implement methods for cost-effective and rapid international money transfer

● Carry out due diligence assessments for potential new suppliers, sub-grantees, donors, etc.

● Prepare documentation to facilitate programme operations, including contracts, requests for expressions of interest, procurement notices, bidding document and tender evaluation reports, among others

Skills and Competencies:

We are looking for a candidate with one year’s financial and/or programmatic administration experience, preferably with a charity and in an international context, who can demonstrate:

Education and experience with:

● Providing precise bookkeeping and maintaining accurate records

● Activity-based budget management, budget reconciliation and reporting

● Contributing to regular financial planning and budgeting processes

● Working with institutional funders

Knowledge and understanding of:

● Proper financial management and compliance principles, processes and procedures

● Using Microsoft Excel (Google Sheets a bonus) to create reports

● Financial management systems, ideally Xero

● Risk management and mitigation, with regard to organisational compliance and financial matters especially

Personal qualities/skills:

● Commitment to Kaleidoscope Trust’s mission to advance the human rights of LGBT+ people

● An understanding of how a human rights organisation operates in an international context, or a willingness to learn

● A collegial, adaptable and detail-oriented approach to facilitating the inputs of people contributing to a multi-stakeholder process, including in cross-cultural environments

● Excellent written and oral communication skills and experience of presenting complex issues to audiences with differing levels of knowledge of and confidence with finance and compliance matters

● Good time management and problem-solving skills

● Confident working as part of a team and with managing the on-time delivery of tasks from various colleagues

● Willingness to “pitch in” and support colleagues outside the parameters of the job description where necessary

Terms and Conditions:

● This role is full-time for a fixed term until 31 March 2021 (with possibility of extension)

● The salary is £28,000 p.a. plus pension contributions

● The post-holder is entitled to standard annual leave plus bank holidays

● The post-holder will be managed by Kaleidoscope Trust’s Finance and Compliance Manager

● The post-holder will be based out of Kaleidoscope Trust’s offices in Dalston, London, however will be expected to work from home (like all other staff) during the pandemic until the organisation deems it safe to return to the office

● Standard core hours of work are 9:00am - 5:30pm with possible requirement to work very occasionally at evenings and weekends (which will accrue Time Off In Lieu)

● The post-holder must possess the right to live and work in the United Kingdom for the period of the contract

● Start date: As soon as possible

How to apply:

Kaleidoscope Trust is committed to equality and diversity and we particularly encourage applications from women, all sections of the LGBT+ community and Black and minority ethnic communities.

Please send your CV and a one-page covering letter explaining:

(i) your interest in joining Kaleidoscope Trust, and

(ii) your relevant experience as per the skills and competencies outlined above.

Please email the above documents, along with a completed Recruitment Monitoring and Analysis Form, to recruitment[at]kaleidoscopetrust[dot]com, titling your communication: “Vacancy: Finance and Programmes Administrator”.

Closing date:29 October 2020

Interviews: via Zoom, week commencing 2 November 2020

This is an exciting new role created thanks to funding from the National Lottery Community Fund. We are looking for a flexible, experienced all-round Office Administrator; someone who can quickly become a core member of a dedicated, professional, and friendly team.

You will be valued for who you are and the essential job you do. This job would suit someone with some general administration experience looking to develop a career in human rights or migration.  As an organisation we offer opportunities for professional development, through formal and informal pathways.  Flexibility and adaptability are vital to work, as are a commitment to Human Rights and Equality and Diversity.

The ideal candidate will have:

• Experience of record-keeping, finance and HR and office administrative functions, using offline and online systems and processes
• Excellent organisational skills and the ability to manage and prioritise a varied workload
• Experience producing concise, accurate notes and minutes of meetings
• Excellent use of computers/software, particularly Office 365, and understanding of web-based technology and social media