London, Greater London
£22,000 per year
Permanent, Temporary, Full-time
Job description

Finance and Administration Assistant (Initially 12-month fixed term maternity cover with the potential to become permanent afterwards)

Reporting to: Finance Manager

Location: Belsize Park/ Hampstead

Hours: 5 days per week, 9:30am – 5.30pm (35 hours per week) 

Salary: £22,000 per annum

The position of Finance and Administration Assistant forms an integral part of Gaia’s small team. It requires carrying out a wide range of administration tasks to ensure the smooth running of the office, as well as administrative support for Gaia’s core programmes. Daily accounting and processing of payments and payroll, are among the financial tasks required.

The role is office-based. We are looking for someone who loves organizing and is an excellent multi-tasker, able to support a small and busy team. The candidate will support the Financial Manager with a series of bookkeeping requirements, and therefore attention to detail is paramount. If you’re a good coordinator with a team ethic who likes to problem solve, ensure things function smoothly and bring positivity to your work, this could be the job for you!


  • To support the Finance Manager with bookkeeping requirements, budget assistance, including various tasks such as gathering quotes and general clerical support

  • To ensure the Gaia office runs smoothly including the maintenance of systems, rhythms and procedures, general office administration and correspondence, the organizing of meetings and minute taking.

  • To provide clerical and administrative support to the Gaia team as well as ad hoc support for partner organisations and international allies.

  • To fulfil some Personal Assistance/ Secretarial duties for Gaia’s Director and/or Trustees.

  • To liase with Gaia House team and help to coordinate visits and events.

Specific responsibilities will include:

1. Financial Support and Bookkeeping

    • Perform day-to-day accounting using SAGE software and maintain financial records and filing systems

    • Process invoices and claims ensuring the coding, authorisation and payment details are correct and initiate payments using internet banking

    • Perform monthly control account and bank reconciliations

    • Manage petty cash and perform fortnightly reconciliations

    • Manage credit card and perform monthly reconciliations

    • Assist with the monthly payroll process

    • Assist with production of monthly management accounts and donor reports

    • Perform grants payable reconciliation ensuring that the supporting documents received from partners are valid and that the amounts from the documents

      agree with the financial report received

    • Gather any quotes that the Finance Manager requires in order to complete

      project budgets

    • Ensure financial controls operate in line with policy and procedure

    • Process and Monitor Gift Aid claims

    • Monitor Gaia’s bank accounts to make sure all payments are in line and as


    • Provide support for and respond to enquiries from staff and overseas partners

      as necessary regarding financial administration procedures, budget monitoring

      and other financial matters

    • Monitor income from ticket sales as and when necessary

    • Undertake general financial administrative duties including liaison with

      suppliers, donors, partners and bankers

    • Assist with the annual audit process

    • Willingness to provide support out of hours if necessary and if urgent

      situations arise.

2. Administration

  • Support the team in secretarial, administrative and organisational tasks, such as internal filing, responding to external enquiries and coordinating diaries, such as annual leave, lunar cycles and team rhytms (weekly calls, team meetings, go-deep days etc)
  • Coordinate the scheduling of regular team meetings including a weekly team ‘check-in’, bi-monthly full team meetings and quarterly Trustee meetings

  • Support team members to coordinate conference calls

  • Maintain office systems and procedures including answering the phone, health &

    safety, post & couriers, stationery, liaising with the landlord and other service

    providers and suppliers

  • Oversee the maintenance and up-keep of equipment such as printers and

    computers, phone systems, cameras and dictaphones

  • Maintain up-to-date records of Gaia’s supporters, events attendees and individual

    donor contact databases using WhiteFuse

  • Update and maintain Gaia’s systems for storing and cataloguing books, DVDS and

    CDs of interest to the Gaia team and keeping abreast of our book stock and events


  • Assisting in the efficient filing and storage of materials

  • Contribute to regular reviews of staff organisational processes and support

    training such as efficient email use and filing to improve the team’s capacity to

    work efficiently

  • Manage travel, insurance, conference and meeting logistics and schedules in the

    UK and abroad for Gaia’s Director and staff

  • Manage travel, insurance, accommodation and logistical schedules of large

    partner meetings in various international locations. This will involve corresponding with various partners from different locations, adding complexity to plans, and support with visas, using initiative when challenges arise

  • Provide new staff and interns with an office induction and liaise with Gaia’s technical support team to arrange email access and systems set up

  • Contact Gaia’s technical support team on behalf of any team member experiencing technological/computer difficulties

  • Carrying out any research as and when necessary on potential funding opportunities for Gaia, and sending details of potential grant-giving organisations onto the relevant team members

  • Hosting regular fundraising meetings, taking notes and distributing them efficiently to those involved

  • Ensure a pleasant, beautiful and effective office environment, showcasing good ethical, ecological and climate change practices

3. Administration (at Gaia House)

  • Assisting in the organisation and hosting (including catering if necessary) of Gaia events, such as talks or workshops at Gaia House, as well as external talks and gatherings.

  • Support the quarterly Trustee meeting by ensuring all Board reports are sent out on time, and that the House is ready for all meetings, and left in the condition in which it is found

  • Take Minutes at the Trustee meeting and distribute the completed Minutes within good time of the following meeting

  • Provide refreshments, meals when necessary, and prepare Gaia House ahead of Trustee Meetings

  • When needed, meet and greet guests upon arrival at Gaia House, ensuring that the main meeting rooms are ready and orderly

  • Keep track of guests staying at Gaia House, coordinate with house team, and be available if required to show them the basics of Gaia House, wi-fi passwords etc.

4. Project and Network Support

  • Manage travel, insurance, conference and meeting logistics and schedules for partners and Associates when required

  • Provide administrative advice and support to partners as and when required. This may involve creating small handbooks about key systems, functions or organisational processes, which create more efficient working.

5. PA and secretarial responsibilities

  • Maintain and coordinate the Director’s diary, particularly pre, post and during periods of international travel

  • Be open to moving between the Gaia office and Gaia House with limited notice if the Director is experiencing technological issues, or requires assistance etc.

  • Support the Chairman of the Gaia Trustees with emails and personal flight bookings as requested

Terms and conditions

The position is 12-month fixed term full time, 35 hours per week maternity cover, that may become permanent role after 12-month period. The post is subject to a 6-month probationary period. Annual leave is 25 days plus public holidays and any organisation- provided extra days.

The salary for this post will be £22,000.

Person Specification


  • Minimum of ‘A’ levels or equivalent standard education

  • Bookkeeping qualification (AAT, ICB or other recognized qualification)

Essential Experience/Skills

  • Extensive bookkeeping experience and appropriate qualification

  • Highly numerate and experience using SAGE accounting software

  • Understanding of accounting and financial management processes and


  • Experience in managing a purchase ledger including internet banking and petty

    cash systems

  • Exceptional organisational and administration skills with a logical, systematic

    approach to work, ability to multi task and pay attention to detail

  • Strong written and oral communication skills

  • A professional, self-motivated, self-starter with the ability to work using their

    own initiative and provide solutions to problems

  • Ability to work in a busy office environment that demands high levels of

    concentration while coping with frequent interruptions

  • Ability to work to tight deadlines, cope with a varied and demanding workload

    and ability to respond effectively to changing priorities

  • Willingness to fit in to a busy, small team; flexible, hands on, willing to work at all levels and to ‘muck in’ and support the team

  • Solution oriented with strong problem-solving skills

  • Excellent computer skills, and ability to provide support to the team

  • Interest in ecological and social justice, climate change and international development.

Desirable experience/skills:

  • Experience in managing IT and communication systems

  • Knowledge of the HSBCnet, Triodos and American Express internet banking


  • Experience in charity fund accounting and preparation of donor reports

  • Experience in management accounting including budget preparation and


  • Knowledge of the voluntary sector and environmental issues

To apply, please download the application pack to complete a brief application form and attach a CV outlining your career to date, plus any academic and professional qualifications. Also include details of any voluntary post undertaken. Please send your application to us by 5pm on Sunday 1st December.

More about The Gaia Foundation
The Gaia Foundation

The Gaia Foundation is passionate about regenerating cultural and biological diversity, and restoring a respectful relationship with the Earth.... Read more

Posted on: 19 November 2019
Closed date: 01 December 2019
Tags: Admin, Finance

The client requests no contact from agencies or media sales.