Office and Finance Manager

Hamlin Knight Recruitment Specialists in Human Resources, Office Support and Sales & Marketing
Bermuda Park
£28,000 per annum
29 Jul 2017
31 Aug 2017
Contract Type
Full Time
Job Title- Office and Finance Manager

Salary- £28k FTE

Location- Warwick University

Hours- 25-30 Hours per week, Monday- Friday

My client are a leading Association that have an international professional society for all those working, studying or interested in applied biology based at Warwick University, they are looking for a well organised, passionate and dedicated Office and Finance Manager to join their team on a permanent contract.

My client is offering 25-30 hours per week covering core hours of 10:00-1500 with fixed term earnings! This is an amazing opportunity to work in a fast paced environment with a market leading company, if this sounds like the opportunity you have been looking for please apply today!

Job Summary:

This post has a key management role, working to ensure that the day-to-day finance and functional operations of the office, run effectively and efficiently so that the Association's charitable objectives are met.

To achieve this, the post-holder will be based at Warwick University, and will normally be expected to be on-site during core hours of 10 am until 3 pm, Monday to Friday.

Key Tasks
*Business management
oManaging and supervising the Association's administrative staff and resources.
oTo ensure that staff and resources are available to assist the Executive Officer with the production of publications and organising and running of conferences.
oDealing with general correspondence and the day-to-day running of the Association's administrative affairs.
oReviewing and recommending improvement in the working of the Association's office, including the provision of computer and other equipment and software.
oCarrying out workload planning, staff development interviews for the staff for whom the post-holder is Line Manager, advising staff training requirements for the following year and reviewing job descriptions where appropriate.
oEnsuring that the work of the office complies with the Association's legal obligations and reporting to the Trustees changes or improvements necessary to meet those obligations. This relates particularly to Health and Safety and associated legislation, the Association's charitable status, the requirements of the Data Protection Act and dealings with such bodies as H. M. Customs & Excise, staff pensions and insurance relevant to the Association's activities.
*Financial management
oManaging the day-to-day financial affairs of the Association, in particular supervising the Association's bank accounts and the preparation of cheques and bank transfers. Although expertise currently exists in the office, this will involve some hands-ON book-keeping and requires operational knowledge of SAGE.
oManaging and supervising the recording of accounting data and the production from them of monthly and other routine accounting reports. This includes control and reporting on the budgets set by Council.
oDealing with PAYE and pensions matters.
oPreparing annual accounts, ensuring their compliance with the presentation required for charities, working with the Honorary Treasurer and external advisers as appropriate, and submitting them to the Association's auditor.
oAssisting with the preparation of the Association's Annual Report and Accounts.
*Marketing / membership support
oAdministration of the Association's Membership relationship systems and marketing databases ensuring that the Association's membership records are regularly updated and that the marketing databases and other contact lists are kept current.
oEnsuring that the AAB website is kept up-to-date and that social and other media are being used fully and appropriately to convey matters of interest to members and to communicate more widely about the work of the AAB.
oDeveloping effective systems for marketing of AAB activity.

oLiaising with Officers of the Association, including as required attending meetings such as those of the Council, and its sub-groups.
oCarrying out other tasks related to the general running of the Association's business as directed by Council and the Executive Officer.


*You will be well organised and able to organise others. You will have good leadership qualities but most importantly you will be a team player. You will be able to communicate with people of all ages, including Members of the Association as well as other staff.

*You will have good written and verbal communication skills and an ability to keep good financial records and produce accounts. You will be able to keep good management records and provide short coherent reports for Trustees and the Executive Officer.

*As you will be working in a small team, you will readily help with day-to-day work as well as take responsibility for control of the office administration.

*You will be familiar with social media and able to oversee the website and the functioning of computer software systems. Creative skills (verbal, web based and pictorial) will be an advantage.

*High standard of mathematics and English are essential, including GCSE or equivalent. Accounting qualification exams such as ATT or equivalent would be advantageous. You will be familiar with SAGE finance software
*You will have experience of working in and leading a small team and of the administrative duties associated with running a small office. 'Hands-on' experience of SAGE or similar package in a small office environment plus good spreadsheet and database skills are essential. Ideally you will have a biological or science interest and perhaps some experience of conferences and publications.

*You will be a good communicator and team player.

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