Administrator
| Dyddiad hysbysebu: | 28 Gorffennaf 2025 |
|---|---|
| Cyflog: | £15.50 i £19.00 yr awr |
| Gwybodaeth ychwanegol am y cyflog: | Salary review following successful completion of 6 months probation |
| Oriau: | Rhan Amser |
| Dyddiad cau: | 27 Awst 2025 |
| Lleoliad: | Abbeyfield House, Queen's Park Road, Handbridge, Chester, CH4 7AD |
| Gweithio o bell: | Ar y safle yn unig |
| Cwmni: | Abbeyfield Chester |
| Math o swydd: | Parhaol |
| Cyfeirnod swydd: | Abbeyfield Administrator |
Crynodeb
Role Profile: Administrator
Organisation: Abbeyfield Chester Society
Reports to: Trustees
Location: Abbeyfield House, Handbridge, Chester
Contract Type: Permanent, part-time (15 hours per week), flexible days/hours worked
Salary: £15.50 per hour starting salary, with potential to increase following 6 month probationary period
About Abbeyfield Chester Society
The Abbeyfield Chester Society Limited is a registered charity and is commonly referred to as Abbeyfield Chester Society. It has been supporting older people in Chester since 1963. It provides supported sheltered housing in a welcoming, safe, and family-like environment for older individuals who wish to retain their independence while enjoying companionship and peace of mind. The home in Handbridge is ideally situated close to local amenities and attractions, offering high-quality accommodation and a warm community.
Purpose of the Role
The Administrator plays a central role in ensuring the effective financial and administrative operations of Abbeyfield Chester Society. This role involves managing key finance functions, supporting governance requirements, liaising with staff and Trustees, and helping to ensure smooth day-to-day operations across the organisation.
Key Responsibilities
Finance Administration
• Process authorised invoices and ensure timely payments.
• Supply payroll information each month to the retained accountancy firm and set up monthly staff salary payments
• Monitor room occupancy monthly and update income records accordingly.
• Maintain accurate financial records using the Sage financial system and reconcile all Sage bank account entries against monthly bank statements.
• Prepare financial reports for Trustees and assist in budget monitoring.
• Liaise with the retained accountancy firm on year-end accounts and compliance.
• Calculate and submit PAYE, tax and NI contributions to HMRC as required
Governance and Reporting
• Produce and submit statutory reports and questionnaires, including to:
o The Charity Commission
o Registrar of Social Housing
o Abbeyfield England
• Prepare documentation and take minutes for quarterly and any ad-hoc Trustee meetings.
• Monitor the annual budget and report on variances, highlighting any overspend or underspend, and record any budget decision-making
• Review insurance cover annually and maintain risk documentation.
HR & Staff Administration
• Set up new employees, including DBS checks and personnel records as required
• Maintain accurate HR records and support the House Manager with staff-related processes.
Resident Support & Operations
• Provide general support to the House Manager to ensure the smooth running of Abbeyfield Chester
• Escalate issues that require further support to the Trustees in a timely manner.
• Assist in reviewing and improving operational procedures and systems.
• Maintain the records of safety and other checks and liaise with the House Manager to ensure that these are renewed in time.
Communications & Office Management
• Handle incoming emails, phone calls and correspondence in a timely manner
• Monitor the Abbeyfield Chester website and prepare briefing documents, as required, for any required changes
• Support the day-to-day operations of the office and wider team.
• Maintain the policies and procedures manual.
Person Specification
Essential
• Proven experience in financial administration, including payroll and bookkeeping.
• Experience using Sage or similar accounting software.
• Strong organisational and time management skills, with attention to detail.
• Excellent communication and interpersonal skills, particularly with older people.
• Confident using Microsoft Office (Word, Excel, Outlook).
• Ability to manage sensitive and confidential information appropriately.
• Self-motivated and able to work independently as well as part of a team.
Desirable
• Familiarity with charity governance and reporting requirements.
• Awareness of safeguarding and data protection requirements.
Key Relationships
• House Manager and support staff
• Trustees
• Accountancy firm and external service providers
Values and Commitment
• Upholds the mission of Abbeyfield Chester Society to provide respectful, safe and supportive housing for older people.
• Acts with integrity, empathy and professionalism at all times.
• Committed to continuous improvement and efficient ways of working.
Organisation: Abbeyfield Chester Society
Reports to: Trustees
Location: Abbeyfield House, Handbridge, Chester
Contract Type: Permanent, part-time (15 hours per week), flexible days/hours worked
Salary: £15.50 per hour starting salary, with potential to increase following 6 month probationary period
About Abbeyfield Chester Society
The Abbeyfield Chester Society Limited is a registered charity and is commonly referred to as Abbeyfield Chester Society. It has been supporting older people in Chester since 1963. It provides supported sheltered housing in a welcoming, safe, and family-like environment for older individuals who wish to retain their independence while enjoying companionship and peace of mind. The home in Handbridge is ideally situated close to local amenities and attractions, offering high-quality accommodation and a warm community.
Purpose of the Role
The Administrator plays a central role in ensuring the effective financial and administrative operations of Abbeyfield Chester Society. This role involves managing key finance functions, supporting governance requirements, liaising with staff and Trustees, and helping to ensure smooth day-to-day operations across the organisation.
Key Responsibilities
Finance Administration
• Process authorised invoices and ensure timely payments.
• Supply payroll information each month to the retained accountancy firm and set up monthly staff salary payments
• Monitor room occupancy monthly and update income records accordingly.
• Maintain accurate financial records using the Sage financial system and reconcile all Sage bank account entries against monthly bank statements.
• Prepare financial reports for Trustees and assist in budget monitoring.
• Liaise with the retained accountancy firm on year-end accounts and compliance.
• Calculate and submit PAYE, tax and NI contributions to HMRC as required
Governance and Reporting
• Produce and submit statutory reports and questionnaires, including to:
o The Charity Commission
o Registrar of Social Housing
o Abbeyfield England
• Prepare documentation and take minutes for quarterly and any ad-hoc Trustee meetings.
• Monitor the annual budget and report on variances, highlighting any overspend or underspend, and record any budget decision-making
• Review insurance cover annually and maintain risk documentation.
HR & Staff Administration
• Set up new employees, including DBS checks and personnel records as required
• Maintain accurate HR records and support the House Manager with staff-related processes.
Resident Support & Operations
• Provide general support to the House Manager to ensure the smooth running of Abbeyfield Chester
• Escalate issues that require further support to the Trustees in a timely manner.
• Assist in reviewing and improving operational procedures and systems.
• Maintain the records of safety and other checks and liaise with the House Manager to ensure that these are renewed in time.
Communications & Office Management
• Handle incoming emails, phone calls and correspondence in a timely manner
• Monitor the Abbeyfield Chester website and prepare briefing documents, as required, for any required changes
• Support the day-to-day operations of the office and wider team.
• Maintain the policies and procedures manual.
Person Specification
Essential
• Proven experience in financial administration, including payroll and bookkeeping.
• Experience using Sage or similar accounting software.
• Strong organisational and time management skills, with attention to detail.
• Excellent communication and interpersonal skills, particularly with older people.
• Confident using Microsoft Office (Word, Excel, Outlook).
• Ability to manage sensitive and confidential information appropriately.
• Self-motivated and able to work independently as well as part of a team.
Desirable
• Familiarity with charity governance and reporting requirements.
• Awareness of safeguarding and data protection requirements.
Key Relationships
• House Manager and support staff
• Trustees
• Accountancy firm and external service providers
Values and Commitment
• Upholds the mission of Abbeyfield Chester Society to provide respectful, safe and supportive housing for older people.
• Acts with integrity, empathy and professionalism at all times.
• Committed to continuous improvement and efficient ways of working.