45 Personal assistant and information officer jobs

Purpose

This is an exciting, vital and varied role for an organised and collaborative finance and operations professional who wants to help a charity supporting young people’s mental health to run safely, efficiently and effectively.

Working closely with the Head of Finance and Operations, you will combine hands-on delivery with day-to-day oversight of finance, operations, technology, systems and compliance processes.

About the Role

As Finance and Operations Manager, your role is to manage and strengthen the charity’s day-to-day finance, operations, technology and governance processes, ensuring that systems, records, controls and compliance requirements are well coordinated and consistently maintained.

Your primary goal is to provide practical management support across the organisation, so colleagues have the tools, information and processes they need to deliver the charity’s mental health mission effectively.

Key Responsibilities

Finance

• Manage and oversee the day-to-day financial processing, ensuring it is accurate, timely and compliant with charity finance procedures, including purchase and sales ledger processing, recording donations, reconciliations, expense claims, Gift Aid preparation, petty cash and income logs.
• Prepare monthly and quarterly management information, including management accounts, variance analysis, commentary, cash flow summaries and projections for review by the Head of Finance and Operations.
• Maintain reconciliations, fund accounting, journals, accruals, prepayments and other financial records.
• Coordinate budgeting, forecasting, budget monitoring and project and funder reporting.
• Lead year-end and audit preparation, maintain financial controls and procedures, and advise colleagues across the organisation on finance matters.

Operations, Systems and People Management

• Line-manage the Finance Assistant and IT and Operations Officer, setting objectives, allocating workloads and ensuring accurate, timely work that meets organisational standards and priorities.
• Support performance and professional development through regular one-to-ones, constructive feedback, coaching and a collaborative team culture.
• Provide operational oversight of the charity’s IT, digital systems and data management, ensuring systems are reliable, secure and aligned with organisational needs.
• Oversee IT and digital systems, external support providers, system access, licensing, devices and service improvements across key systems including Microsoft 365, SharePoint/OneDrive, Teams, CRM platforms and other core digital tools.
• Maintain cyber security, data quality, retention and data protection practices, escalating risks or gaps.
• Support data governance through secure storage, data quality, retention practices and compliance with data protection requirements.

Governance, Compliance and Continuous Improvement

• Support governance, statutory reporting including Charity Commission and Companies House filings, regulatory filings, policy management and compliance records.
• Support compliance processes across health and safety, data protection, cyber security and internal procedures, ensuring actions are completed and issues escalated appropriately.
• Identify and escalate financial, operational, governance and compliance risks.
• Maintain up-to-date procedures, controls and workflow documentation, recommending improvements that enhance accuracy, efficiency and compliance.
• Identify opportunities to improve systems, automate processes or make better use of digital tools, advising the Head of Finance and Operations as needed.
• Ensure compliance at all times with data protection regulations, safeguarding requirements, confidentiality obligations and relevant organisational policies and procedures.
• Undertake other duties that may reasonably be required by the Trust and are appropriate to the grade and responsibilities of the post.