The Young Women's Christian Association

People First (Scotland) 77-79 Easter Road Edinburgh EH7 5PW 0131 478 7707 [email protected] www.peoplefirstscotland.org

______Office and Finance Administrator job description

People First (Scotland) is a national disabled persons’ organisation, led and owned by the membership, all of whom have the label of learning disability. The Board of Directors is entirely comprised of people who are intellectually impaired. A key function of all staff posts is to follow processes and approaches which support the genuine ownership of the organisation by the members charged with its governance.

People First (Scotland) aims:

1. To change the way people with learning disabiltiies see themselves. 2. To change the way people with learning disabilities are seen and treated by the rest of the world. 3. To influence the way that the law, policy and services impact on the lives of people with learning disabilities.

People First (Scotland) will achieve these aims by:

1. Supporting the emergence of self-advocacy and collective advocacy groups of people with learning disabilities across the country. 2. Assisting those groups to come together on an area-wide basis to widen and strengthen the sphere of influence. 3. Assisting members in groups and otherwise to develop skills, knowledge and confidence to express a view and to challenge inequality and unfairness 4. Providing some individual advocacy and support for those people who are vulnerable and in pressing need. 5. Increasing opportunities for members to participate in the organisation’s democratic structures. 6. Supporting delegated and elected members to lobby for change with local authorities, Health authorities and Scottish Government. 7. To support members to participate in networks of the People First movement nationally and Internationally.

Office and Finance Administrator.

Purpose of Job The office and finance administrator will assist the Service Manager in the development, management and maintenance of office, administrative and financial systems within the organisation, with the focus on sustaining the ongoing smooth and cost-effective running of this national and user-led and owned charitable organisation.

1 JOB DESCRIPTION

JOB TITLE: Office and Finance Administrator

RESPONSIBLE TO: The Service Manager

LOCATION: 77-79 Easter Road Edinburgh EH7 5PW

HOURS: 35 per week, Monday to Friday

SALARY: SJC points 23 – 26 £20931 - £22968 per annum

LEAVE ENTITLEMENT: 25 days annual leave plus 13 days public holidays

PENSION: employer contributes up to 5% of salary to match employee’s contribution

MAIN PURPOSE: The development, maintenance and management of effective and transparent office, administration and financial processes.

People First (Scotland) prepares aims and objectives on an annual basis, setting out clearly the work of the organisation for the forthcoming year. In order to ensure the effective implementation of these objectives each staff member is expected to contribute to the planning process and to prepare and work to an individual workplan produced in relation to their key work areas.

2 KEY TASKS

Office and Finance Administrator

1. Office

1.1 To ensure that all aspects of reception, communication and initial point- of-contact with the organisation and its premises are managed in a clear, open and friendly manner.

1.2 Ensuring that systems are in place, maintained and communicated regarding the proper use, security, health and safety of the building, premises and their use by members, staff, volunteers and wider stakeholders.

2. Administration

2.1 Ensure efficient office administration and maintain adequate office supplies.

2.2 Board meeting administration, including preparation and circulation of papers, minute taking and planning.

2.3 Contribute to the upkeep and updating of the Company website, newsletter and other publicity and reports.

2.4 Support the management, induction and Disclosure Scotland’s PVG (Protection of Vulnerable Groups) schemes for volunteers and staff

2.5 Support the maintenance of the organisation’s systems for evaluation and monitoring.

2.6 Maintain and update information required by statutory bodies [Companies House, OSCR]

2.7 Maintain employee personnel files and records [including training records]

2.8 Maintain annual leave and sickness absence records

2.9 Answer initial telephone and digital enquiries and direct, if necessary, to the relevant staff member

2.10 Oversee the co-ordination of services [including booking relevant rooms, organising transport, crèche facilities etc.]

2.11 Provide effective support to the Manager and provide administrative support to other employees as part of their project requirements

2.12 Maintain the Membership List of the organisation

3 2.13 Maintain and develop any relevant databases, of organisations and individuals, as required

2.14 Be a first point of contact for those seeking advice and information through written, telephone and personal enquiries and pass on to relevant staff

2.15 Record and send out information and publications

2.16 Health and Safety - ensure annual maintenance is carried out on equipment and remove from use any equipment not fit for purpose. Monitor risk assessments and investigate any accidents/incidents, reporting to Manager and Chair’s Committee where necessary

2.17 Manage annual contracts for key services e.g. PAT testing, telephone lines, IT support etc.

2.18 Be the main contact with regard to payroll and pensions

2.19 Maintain and administer the library, publications and equipment store

2.20 Perform any other general office duties deemed necessary by the Manager

3. Finance

3.1 Maintain daily cash flow (income, expenditure, petty cash), issue invoices and make expenditure payments in line with payment terms.

3.2 Reconcile monthly bank statement and prepare Management Accounts for Chair’s Committee and some Board meetings.

3.3 Maintain accurate records of income and expenditure within individual funding streams and monitor spending to highlight under/overspends.

3.4 Assist Manager in the preparation of financial budgets for funding applications and provide financial information for funder reports.

3.5 Assist Manager in preparation of annual, programme and project budgets.

3.6 Research ongoing cost of services/contracts and make savings recommendations to the Manager.

3.7 Preparation of Annual Accounts to Income and Expenditure stage for submission to Auditor and Board of Directors.

3.8 Bank monies and cheques.

4 3.9 In collaboration with the out-sourced payroll service, calculation of salaries and payment of PAYE for all personnel and ensure monies sent through BACS, or electronic banking, when established.

3.10 Produce income and expenditure pro-forma for inclusion in Annual Report.

4. General and Other Duties

4.1 To undertake other related duties and responsibilities as directed by the Service Manager.

5 PERSON SPECIFICATION

Office and Finance Administrator

Essential Experience/ Skills 1. Experience of working to deadlines on  your own initiative and as part of a small team. 2. Experience in key facets of financial  management such as developing and maintaining budgets and cash flows, overseeing creditors and debtors, and statutory compliance 3. Ability to use IT resources e.g.  Access, Word, Excel, Microsoft Office, Acrobat, Web systems and Databases and willingness to build on existing skills 4. Proficiency in accounting packages  (SAGE desirable) 5. Strong planning and organisational  skills 6. Monitoring and reporting on income  and expenditure 7. Ability to work confidentially, with  tact and discretion 8. Able to demonstrate effective  communication skills with an awareness of a range of media 9. Commitment to social justice  10. Experience of working in the desirable voluntary and not-for-profit sector 11. Minute taking skills desirable 12. Experience of organising desirable events, conferences, seminars, training events, etc.