Finance, Reporting and Admin Officer
| Posting date: | 04 March 2026 |
|---|---|
| Salary: | £25,900 to £26,900 per year, pro rata |
| Hours: | Full time |
| Closing date: | 03 April 2026 |
| Location: | BS37 8YS |
| Remote working: | On-site only |
| Company: | Paul's Place |
| Job type: | Permanent |
| Job reference: |
Summary
ROLE PURPOSE
The Finance, Reporting and Admin Officer manages the CRM database to monitor and evaluate the effectiveness of Paul’s Place services. This includes overseeing Member Outcome Plans and supporting staff to ensure the CRM is used accurately, consistently, and in line with the needs of all projects.
The role also provides vital finance and administrative support, helping ensure financial processes run efficiently and accurately to support effective charity management. In addition, the postholder serves as the first point of contact for general enquiries, responding directly or signposting to the appropriate service or colleague.
MAIN DUTIES
Organisational & CRM Responsibilities:
• Uphold and promote the values, mission and objectives of Paul’s Place and work in line with all organisational policies.
• Lead the management, development and integrity of the CRM system, ensuring accurate, confidential and up-to-date records that support outcome plans, service delivery, monitoring and reporting.
• Act as the main point of contact for CRM queries, system development and liaison with the CRM provider and partners.
• Gather, input, monitor and analyse service data, outcomes and evaluation information to support reporting, planning and continuous improvement.
• Work with staff, the CEO and Management Team to develop CRM functionality and produce reports to support operational and strategic decision-making.
• Provide training, guidance and ongoing support to staff and volunteers to ensure consistent and effective use of the CRM.
• Support organisational compliance and governance requirements, including completion of the annual Data Protection Toolkit.
• Maintain accurate and confidential organisational records across CRM, finance and administrative systems.
Service Delivery, Monitoring & Quality Assurance:
• Maintain systems for recording attendance, engagement and outcomes to support high-quality service delivery.
• Monitor and analyse service data to inform planning, evaluation and reporting to the Senior Management Team.
• Support the planning and administration of member programs and activities, ensuring accurate records and coordination.
Relationship Management & Communication:
• Develop positive working relationships with staff, volunteers, members, carers and Trustees.
• Act as a welcoming first point of contact, managing telephone, email and general enquiries and signposting appropriately.
• Manage organisational inboxes, ensuring enquiries are handled promptly and directed correctly.
• Support membership administration, annual renewals and clear communication with members.
• Assist with staff and volunteer onboarding processes, including DBS checks and record maintenance.
Finance Duties:
• Manage the finance inbox and process invoices, payments, expenses and financial records accurately and promptly.
• Raise and reconcile invoices, including service user charges, local authority variations and chargeable activities.
• Match and monitor incoming payments, resolving discrepancies and chasing outstanding invoices.
• Input financial data into QuickBooks and support payment processing in line with financial controls.
• Maintain accurate financial records to support reporting, audits and statutory requirements.
• Process donations, Gift Aid claims and cash handling in accordance with procedures
Administrative Support:
• Provide general administrative support including record-keeping, filing, ordering supplies, coordinating meetings and preparing documents.
• Maintain administrative systems and ensure confidential information is handled in line with GDPR and organisational policies.
• Support health and safety administration, maintenance tracking and organisational compliance tasks.
• Provide flexible administrative support to managers and teams as
required.
General duties:
• Attend supervision, team meetings and appraisal processes.
• Work in line with legislation, policies and procedures.
• Undertake other duties as reasonably required by the CEO or Board.
The Finance, Reporting and Admin Officer manages the CRM database to monitor and evaluate the effectiveness of Paul’s Place services. This includes overseeing Member Outcome Plans and supporting staff to ensure the CRM is used accurately, consistently, and in line with the needs of all projects.
The role also provides vital finance and administrative support, helping ensure financial processes run efficiently and accurately to support effective charity management. In addition, the postholder serves as the first point of contact for general enquiries, responding directly or signposting to the appropriate service or colleague.
MAIN DUTIES
Organisational & CRM Responsibilities:
• Uphold and promote the values, mission and objectives of Paul’s Place and work in line with all organisational policies.
• Lead the management, development and integrity of the CRM system, ensuring accurate, confidential and up-to-date records that support outcome plans, service delivery, monitoring and reporting.
• Act as the main point of contact for CRM queries, system development and liaison with the CRM provider and partners.
• Gather, input, monitor and analyse service data, outcomes and evaluation information to support reporting, planning and continuous improvement.
• Work with staff, the CEO and Management Team to develop CRM functionality and produce reports to support operational and strategic decision-making.
• Provide training, guidance and ongoing support to staff and volunteers to ensure consistent and effective use of the CRM.
• Support organisational compliance and governance requirements, including completion of the annual Data Protection Toolkit.
• Maintain accurate and confidential organisational records across CRM, finance and administrative systems.
Service Delivery, Monitoring & Quality Assurance:
• Maintain systems for recording attendance, engagement and outcomes to support high-quality service delivery.
• Monitor and analyse service data to inform planning, evaluation and reporting to the Senior Management Team.
• Support the planning and administration of member programs and activities, ensuring accurate records and coordination.
Relationship Management & Communication:
• Develop positive working relationships with staff, volunteers, members, carers and Trustees.
• Act as a welcoming first point of contact, managing telephone, email and general enquiries and signposting appropriately.
• Manage organisational inboxes, ensuring enquiries are handled promptly and directed correctly.
• Support membership administration, annual renewals and clear communication with members.
• Assist with staff and volunteer onboarding processes, including DBS checks and record maintenance.
Finance Duties:
• Manage the finance inbox and process invoices, payments, expenses and financial records accurately and promptly.
• Raise and reconcile invoices, including service user charges, local authority variations and chargeable activities.
• Match and monitor incoming payments, resolving discrepancies and chasing outstanding invoices.
• Input financial data into QuickBooks and support payment processing in line with financial controls.
• Maintain accurate financial records to support reporting, audits and statutory requirements.
• Process donations, Gift Aid claims and cash handling in accordance with procedures
Administrative Support:
• Provide general administrative support including record-keeping, filing, ordering supplies, coordinating meetings and preparing documents.
• Maintain administrative systems and ensure confidential information is handled in line with GDPR and organisational policies.
• Support health and safety administration, maintenance tracking and organisational compliance tasks.
• Provide flexible administrative support to managers and teams as
required.
General duties:
• Attend supervision, team meetings and appraisal processes.
• Work in line with legislation, policies and procedures.
• Undertake other duties as reasonably required by the CEO or Board.
Proud member of the Disability Confident employer scheme
Disability Confident
About Disability Confident
A Disability Confident employer will generally offer an interview to any applicant that declares they have a disability and meets the minimum criteria for the job as defined by the employer. It is important to note that in certain recruitment situations such as high-volume, seasonal and high-peak times, the employer may wish to limit the overall numbers of interviews offered to both disabled people and non-disabled people. For more details please go to Disability Confident.