Administration and Finance Assistant

Developing Healthy Communities (DHC) Ltd.

Admin / Finance Assistant

JOB DESCRIPTION

Post: Admin/Finance Assistant

Salary: £22,400 pa

Hours of Work: 36 hours per week

Duration: 36 months fixed term

Based: 83 Ledwidge Avenue, Ebrington, Derry~Londonderry

Start Date: Immediately
Key Roles & Responsibilities
The role of the Admin/Finance Assistant will be to support the finance and administrative needs of the Clear Project. The Clear Project is a capacity building project for community and voluntary sector organisations working in the fields of Suicide, Mental Health, Drugs and Alcohol.

Main duties:

Finance

• Update and input data to finance systems and budgets e.g. SAGE and Excel.
• Record and process invoices and payments as required.
• Online banking.
• Liaise with internal and external finance officers and accountant / auditor.

Administration & Information

• To provide clerical and secretarial services including answering telephone, word- processing, photocopying, sending emails, filing and maintenance of records.
• Deal with incoming and outgoing mail.
• Ordering of equipment, materials and office supplies.
• Updates to web, social media sites and DHC training and events booking system.
• To liaise with appropriate statutory, community and voluntary agencies and maintain effective working relationships and partnerships.
• Assist with organising meetings, prepare agendas, attend meetings, note proceedings, prepare draft minutes and deal with correspondence.
• Act as liaison point for the Clear Project, dealing with correspondence and enquiries, logging such enquiries and answering or referring as appropriate.
• Assist with the small grants process, liaising with grant recipients and other appropriate organisations and ensuring all information is kept up-to-date on information management systems e.g. Salesforce.
• Assist with preparation of grant letters of offer, service and budget agreements and Progress Monitoring Reports.
• Organise training, liaise with facilitators, create e-mail marketing campaigns via mailchimp for issue to mailing lists, collate supporting documentation and liaise with participants to maximise participation on training sessions. Issue Zoom and survey links, follow-up on evaluation forms, issue certificates and prepare training monitoring returns each quarter.
• Adhere to policies, protocols and mechanisms such as data protection, data storage and confidentiality.

Records Management

• All employees of DHC are responsible for all records held, created or used as part of their business within the organisation including corporate and administrative records whether paper-based or electronic and also including emails.
• Employees are required to be familiar and up to date with the organisation’s policy and procedures on records management and to seek advice if in doubt.

Please note:

• The duties outlined in this job description serve as a guide to the current and major responsibilities of the post.
• This job description is subject to review in the light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as

providing guidelines within which the post holder works.

• Other duties of a similar nature may be assigned from time to time.
• All duties must be carried out in compliance with Health and Safety Policy and statutory regulations.

DHC is an equal opportunities employer and welcomes applications
from all sections of the community.

PERSONNEL SPECIFICATION

The personnel specification shows essential skills, abilities, knowledge and/or qualifications required to be able to carry out the duties of this post. When completing the application form, please address each criterion listed in the specification, drawing upon all of your experience, whether at work or on a voluntary basis.

FACTORS

ESSENTIAL

DESIRABLE

Qualifications and Experience

• 5 x GCSE (grades A*-C) including Maths and English
• At least two years’ experience of providing admin and finance support in an office environment.
• ECDL or equivalent
• At least one years’ experience within a health improvement or community development environment.
• Experience of working on an intersectoral basis and/or servicing partnerships
• Experience in the administration of training and small grants

Skills and Abilities

• Organisation
• Ability to manage, maintain, and develop computerised and manual filing systems.
• Ability to prioritise and manage workload.
• Ability to work under pressure to short deadlines.
• Time management
• Communication
• Excellent interpersonal communication skills.
• Proficient use of IT systems, specifically Microsoft Office.
• Ability to accurately record and minute meetings and activities.
• Ability to work as part of a team and on own initiative.
• Information management:
• Ability to keep accurate and relevant records, including financial records, in both computerised and manual systems.
• Ability to work flexible working hours when required.

Knowledge of

• Organising events and training programmes
• Online banking and Financial Systems
• Community and voluntary sector services in the fields of suicide, mental health, drugs & alcohol.
• Supporting networking activity
• Working with multi agency sector organisations
• Social media and website updating

Other

• Hold a current full driving licence which is valid for use in the UK and have access to a car on appointment.
• This criteria will be waived in the case of applicants whose disability prohibits driving but who have access to a form of transport approved by the organisation which will permit them to carry out the duties of the post.

DHC is an equal opportunities employer and welcomes applications from all sections of the community.

Job Types: Full-time, Fixed term contract
Contract length: 36 months

Salary: From £22,400.00 per year

Benefits:

• Flexitime
• On-site parking
• Work from home

Schedule:

• Flexitime
• Monday to Friday

Ability to commute/relocate:

• Londonderry: reliably commute or plan to relocate before starting work (required)

Work Location: In person

Application deadline: 12/05/2023
Reference ID: AFA 2023
Expected start date: 05/06/2023