Office and Finance Administrator

Advocacy Matters Wales is a small local charity based in Cardiff and the Vale of Glamorgan that provides independent advocacy for adults with a learning disability and/or autism spectrum conditions. Since 1989, our passionate and dynamic organisation has supported people to speak up and be heard on the issues that are important to them. The work you do will enable our charity to continue to improve the lives of the vulnerable adults who live in our local community.

In this role you will be responsible for ensuing the seamless functioning of administrative tasks and financial operations within the organization.

Working closely with the Executive Director, your duties will include;

Administration

Being the first point of contact, providing a prompt response to enquiries regarding our services via phone, email or post.

The demonstration of first-class IT skills including word, excel etc.

Recording accurate information from people making a referral; including adults with a learning disability/ autism, their family members, social services representatives, and other professionals.

Recording information on our referral database.

Managing staff administration; including timesheets, sickness, annual leave, mileage, expenses etc.

Purchasing appropriate staff equipment and managing this inventory; including laptops, mobile phones, stationary etc.

Liaising with the office landlord on matters such as health and safety and general housekeeping.

Liaising with outside organisations that supply services including IT, telecommunications, equipment leasing etc.

Co-ordination of committee meetings, including assembling documents, setting up video conferencing and taking minutes.

Finance

Development and maintenance of financial systems to ensure appropriate structures are in place to manage and control overall income and expenditure.

Communication of financial information in a simple, easy to understand format.

Preparation of financial reports for presentation.

Oversight of monthly staff payroll, ensuring the organisation is able to meet its statutory obligations, including staff pension provision.

Ensuring queries from HMRC are dealt with in a timely and prompt manner.

Ensuring the organisation is able to meet it contractual and legal obligations and is adequately covered by insurances to carry out its business activities.

Management of an office lease and rates.

Overseeing and contributing to end of year accounts for independent examination.

Ensuring annual returns and independently examined end of year accounts are submitted to Companies House and the Charity Commission on time.

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Posts are subject to reference checks and an enhanced Disclosure and Barring Services (DBS) check.

We are currently seeking a dedicated, enthusiastic and experienced Office and Finance Administrator to work alongside our team of dedicated professionals.