Finance Administrator

Key Responsibilities

Financial Record-Keeping & Accounting

• Maintain accurate ledgers, recording all daily transactions including donations, grants, rent, housing benefit, supplier payments, staff expenses, and maintenance costs.

• Process invoices, supplier payments, rent, utilities, petty cash, and monthly payroll.

• Monitor bank accounts, reconcile bank statements and petty cash accounts, investigating and resolving discrepancies.

• Support grant financial tracking and funder reporting.

• Prepare management accounts, cashflow preparation and monitoring, budget preparation, and monthly or quarterly financial reporting.

Accounts Payable & Receivable

• Manage accounts payable and receivable to ensure timely collection of payments and appropriate management of all supplier payments.

• Support rent accounting, service charges, and housing benefit claims for residents.

• Process repair and maintenance invoices to maintain safe and compliant housing.

Payroll & Expenses

• Manage monthly payroll, including calculating wages and processing employee expense claims.

• Maintain accurate financial records and staff expense documentation.

• Manage filing systems, correspondence, and documentation for audits.

• Record donations, assist with Gift Aid claims, and support donor communications.

• Maintain accurate financial and supporter data within the system.

• Respond to finance and administrative queries from staff, residents, trustees, and suppliers.

• Ensure adequate controls around any cash within the charity (e.g. petty cash)

• General administration & office support

Compliance & Audits

• Ensure financial practices comply with internal policies, Charity Commission guidance, and housing regulations.

• Ensure accuracy of records and timely provision of information to HMRC (VAT returns, PAYE submissions)  

• Assist auditors and the Service Manager by compiling documentation for internal or external audits.

Stakeholder & Donor Support

• Provide timely, accurate financial and operational information to the Service Manager and trustees.

• Perform ad-hoc administrative and clerical requests, as necessary.