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Finance & Administrative Assistant
| Posting date: | 24 July 2024 |
|---|---|
| Salary: | £23,500 to £24,000 per year |
| Hours: | Part time |
| Closing date: | 09 August 2024 |
| Location: | LE1 5BP |
| Remote working: | On-site only |
| Company: | Leicester Employment Hub |
| Job type: | Permanent |
| Job reference: | ZS029 |
Summary
Job Overview
INTRODUCTION
Pedestrian is a leading arts organisation and charity specialising in music and arts education based in the heart of Leicester’s bustling city centre.
We provide education, training and outreach projects for young people at risk, vulnerable adults and communities in Leicester, Leicestershire and across the Midlands. Our participants are often socially excluded, not in education, employment or training (NEET) or experiencing disadvantage.
OVERVIEW
We are looking for a friendly, highly organised and self-motivated person to come join our small staff team and hit the ground running supporting our programmes. We want somebody with previous administrative experience, good understanding of financial processes and an understanding of working with disadvantaged children and young people.
Primarily the role is responsible for supporting all day-to-day administrative activity, building and facilities management and financial tasks.
The Finance and Administration Assistant will be supporting the work of the wider team in administrative and logistical capacities.
PRINCIPLE TASKS
Administration:
● First point of contact for all office enquiries, as well as parents, schools, participants, funders and supporters.
● Maintain internal office communications and organisation systems including kit booking, delivery calendar and venue hire bookings
● Support alternative education provision administration; registering all courses and learners.
● Support facilities and building management including liaising with the landlord, tradespeople and contractors and utilities management.
● Ordering materials and resources for programmes
● Induct new members of freelance staff on Pedestrian’s processes and maintain the Single Central Register
● Lead on venue hire booking and other management of other rental spaces
Finance and Fundraising:
● Support external finance team with finance administration including: purchase and sales invoice, petty cash project coding, client detail forms, bank deposits and remittance records
● Central internal point of contact for all internal and external finance queries
● Use our financial system to raise invoices and coding all expenditure accurately.
● Managing petty cash arrangements – issuing cash, checking receipts and completing forms to replenish money
● Run reports from the finance system to aid budget and project managers to manage their budgets.
● Chase invoice payments and co-ordinate incoming invoices
● Support fundraising targets and applications to trusts and foundations alongside Director and project team.
Project Support:
● Maintain databases of contact information and other relevant information for staff, freelancers and participants in line with GDPR requirements i.e. sign-up forms
● Work closely with projects team to support project management and delivery (e.g. ordering materials, refreshments, registers ready, etc)
● Support monitoring and reporting requirements for individual projects
● Ensuring equipment and materials are ready for project delivery
General Duties:
● Office based to oversee day-to-day organisational activity
● Represent the organisation at meetings and events as required
● Occasional out-of-hours working will be required as demanded by the post
N.B. If you pass the initial screening process you will be asked to submit a short covering letter/ video, stating why you wish to be considered for the role. We are really interested to know a little about yourself and why you want to be involved with the valuable work Pedestrian do. We are especially interested to understand how you meet the essential criteria required for the role in the person specification and any of the desirable criteria you may meet.
Skills and Qualifications required
ESSENTIAL:
You must be able to work the hours detailed in the 'hours per week' section below
Experience of working in an office or project environment Excellent communication skills, including written and verbal
Approachability and ability to communicate with people at all levels.
Good financial skills, understanding and experience of using accounting software e.g Sage, Xero, Quickbooks, etc
Strong organisational skills
Able to manage multiple tasks at the same time
Good IT skills in Word and Excel
Able to manage time effectively and work with minimal supervision
Willingness to be office based and flexible in working hours
Creative problem solver
Understanding and knowledge of Safeguarding (will need to under-go an Enhanced DBS check and Safeguarding training)
DESIREABLE:
Experience of working with disadvantaged and vulnerable young people
Passion for the arts and deep interest in community engagement.
Interest in alternative education provision
Confident in taking ownership of the office stereo - we love a good playlist!
Hours per week
22.5hours per week – 3/4 days per week //Monday 9am-2.30pm (5), Tuesday 9am-4.30pm (6) and Thursday 9am-3pm (5.5), Friday 9am-4.30pm (6)
INTRODUCTION
Pedestrian is a leading arts organisation and charity specialising in music and arts education based in the heart of Leicester’s bustling city centre.
We provide education, training and outreach projects for young people at risk, vulnerable adults and communities in Leicester, Leicestershire and across the Midlands. Our participants are often socially excluded, not in education, employment or training (NEET) or experiencing disadvantage.
OVERVIEW
We are looking for a friendly, highly organised and self-motivated person to come join our small staff team and hit the ground running supporting our programmes. We want somebody with previous administrative experience, good understanding of financial processes and an understanding of working with disadvantaged children and young people.
Primarily the role is responsible for supporting all day-to-day administrative activity, building and facilities management and financial tasks.
The Finance and Administration Assistant will be supporting the work of the wider team in administrative and logistical capacities.
PRINCIPLE TASKS
Administration:
● First point of contact for all office enquiries, as well as parents, schools, participants, funders and supporters.
● Maintain internal office communications and organisation systems including kit booking, delivery calendar and venue hire bookings
● Support alternative education provision administration; registering all courses and learners.
● Support facilities and building management including liaising with the landlord, tradespeople and contractors and utilities management.
● Ordering materials and resources for programmes
● Induct new members of freelance staff on Pedestrian’s processes and maintain the Single Central Register
● Lead on venue hire booking and other management of other rental spaces
Finance and Fundraising:
● Support external finance team with finance administration including: purchase and sales invoice, petty cash project coding, client detail forms, bank deposits and remittance records
● Central internal point of contact for all internal and external finance queries
● Use our financial system to raise invoices and coding all expenditure accurately.
● Managing petty cash arrangements – issuing cash, checking receipts and completing forms to replenish money
● Run reports from the finance system to aid budget and project managers to manage their budgets.
● Chase invoice payments and co-ordinate incoming invoices
● Support fundraising targets and applications to trusts and foundations alongside Director and project team.
Project Support:
● Maintain databases of contact information and other relevant information for staff, freelancers and participants in line with GDPR requirements i.e. sign-up forms
● Work closely with projects team to support project management and delivery (e.g. ordering materials, refreshments, registers ready, etc)
● Support monitoring and reporting requirements for individual projects
● Ensuring equipment and materials are ready for project delivery
General Duties:
● Office based to oversee day-to-day organisational activity
● Represent the organisation at meetings and events as required
● Occasional out-of-hours working will be required as demanded by the post
N.B. If you pass the initial screening process you will be asked to submit a short covering letter/ video, stating why you wish to be considered for the role. We are really interested to know a little about yourself and why you want to be involved with the valuable work Pedestrian do. We are especially interested to understand how you meet the essential criteria required for the role in the person specification and any of the desirable criteria you may meet.
Skills and Qualifications required
ESSENTIAL:
You must be able to work the hours detailed in the 'hours per week' section below
Experience of working in an office or project environment Excellent communication skills, including written and verbal
Approachability and ability to communicate with people at all levels.
Good financial skills, understanding and experience of using accounting software e.g Sage, Xero, Quickbooks, etc
Strong organisational skills
Able to manage multiple tasks at the same time
Good IT skills in Word and Excel
Able to manage time effectively and work with minimal supervision
Willingness to be office based and flexible in working hours
Creative problem solver
Understanding and knowledge of Safeguarding (will need to under-go an Enhanced DBS check and Safeguarding training)
DESIREABLE:
Experience of working with disadvantaged and vulnerable young people
Passion for the arts and deep interest in community engagement.
Interest in alternative education provision
Confident in taking ownership of the office stereo - we love a good playlist!
Hours per week
22.5hours per week – 3/4 days per week //Monday 9am-2.30pm (5), Tuesday 9am-4.30pm (6) and Thursday 9am-3pm (5.5), Friday 9am-4.30pm (6)