Finance Administrator - The Gannochy Trust

Job Title:  Finance Administrator

Responsible to: Senior Administrator

Hours: 35 hours per week

Salary: £32,500 - £37,590

Status: Permanent

Location: Gannochy Trust Office       

Job Purpose:

To provide a high standard of finance administration and management support to the Trust. To assist and work closely with the Senior Administrator as part of the administration team providing general support to staff and Trustees. To provide a professional and welcoming first point of contact for visitors and enquiries to the Trust.

Key Tasks:

Support the Trust's work on finance:

• work with the Grants and Finance Manager and Senior Administrator to complete the required administrative and management tasks in relation to the Trust’s finances;


• on a weekly basis, process payments to and from the Trust. This involves checking and coding invoices, credit card payments, direct debits, rental income, grant payments through online banking (BACS) including checking authorisation levels;


• day to day bookkeeping in SAGE and completing a weekly and monthly bank reconciliation;


• assist with the preparation and reporting of management accounts;


• assist with the preparation, forecasting, and monitoring of annual budgets;


• prepare and manage correspondence in relation to direct debits;


• assist in the preparation and completion of year-end financial information and schedules for the external accountants and auditors;


• assist with the maintenance and updating of records relating to the Trust’s investment portfolio, and


• respond to requests for information on finance from senior managers.

Support the Trust's work on managing rents:

• monitor rent payments, update rent schedules and record all rent payments appropriately;


• provide regular reports on rent arrears and participate in relevant meetings as required;


• administer the submission and release of tenant deposits with Safe Deposit Scotland; and


• prepare and manage correspondence on annual rent or other changes to tenants, including the rent registration process.   

Support the Trust's general administrative work:

• to provide general administrative support in relation to estates, housing, and grant making including the use of bespoke management software to support these tasks;


• welcome visitors to the Trust and respond to telephone calls, emails and letters to the Trust, directing enquiries as appropriate;


• work as part of the administration team to manage multiple email inboxes and shared calendars;


• Undertake general filing and maintenance of records relating to the Trust’s various areas of activity;


• support the ordering and completion of repairs in consultation with the Estates Manager and Assistant Estates Manager, and keep tenants informed of progress as necessary;


• respond to general enquiries from charities in relation to the Trust’s grant strategy; and


• organise hospitality for meetings at the Trust Office.

Support the Trust's general adminstrative work:

• to work within the Trust’s health and safety policy and procedures;


• to support the running of the Trust by covering tasks in the absence of other members of the administration team or the Grants and Finance Manager; 


• any other duties as needed and as directed.

Person Specification:

The successful applicant will be able to demonstrate that they have the following skills or experience.

Qualifications and learning:

• part or fully AAT qualified or similar desirable; or equivalent experience-based knowledge;


• willingness to obtain additional qualifications if required to meet the needs of the role (there may be an opportunity to progress in the role as experience is gained); and


• commitment to continuous professional learning.

Experience:

• completing financial administration and management tasks;


• undertaking general administration tasks;


• working as part of an administration team; and


• organising meetings, hospitality and completing minutes.

Job Specific skills and competencies

• ability to undertake finance tasks to a high standard of accuracy and detail;


• able to represent the Trust to a high standard, developing and maintaining professional relationships internally and externally;


• ability to work with a wide range of people; and


• skilled at supporting the general administration and running of an office.

Knowledge and understanding of:

• financial administration systems e.g. BACS and Sage (or equivalent); and


• ICT and databases.

Organisational behaviours:

• committed to the vision and values of the Trust;


• communicates effectively with the Trust team and external people and organisations;


• seeks to continuously improve the operations and delivery of the Trust;


• works efficiently and effectively;


• willing to learn and develop own skills and support others;


• works well as part of a team;


• manages own workload with ability to prioritise tasks;


• flexible and responsive in approach and attitude; and


• understands the importance of confidentiality and data protection.

Personal circumstances:

• the ability to travel to The Gannochy Trust office and other locations as needed to meet the requirements of the role; and


• able to work from home if required to meet the requirements of the role.