ID : 17119
Reporting to:
Office & HR Manager
Location:
City Road, Islington
Part-time applications welcomed
ThinkForward is a breakthrough coaching programme that ensures young people who are disengaged from or under performing at school receive the support they need to transition into sustained employment.
We are looking for an experienced office and finance administrator to work in this pivotal role within our busy Operations department providing support to our team and keeping things going!
Overview and purpose of the role
The role requires a motivated person who can help make ThinkForward a great place to work and be relied on as a source of support to the team. This person will be willing to turn their hand to anything:
Keep some of our contracts running smoothly by managing the administration side
Ensuring that our financial processing is quick and efficient
Keeping our IT and telephone systems running smoothly and proposing improvements
Making sure everyone who encounters ThinkForward gets the response they were looking for and receives a good impression
Key responsibilities
Office Administration:
Assist Office & HR Manager with activities and operations to ensure efficiency and compliance with organisational policies
Be responsible for planning expenditure in line with set budget to monitor and maintain office equipment and supplies, including procuring and maintenance of relationship with suppliers
Ensure the office is well maintained, clean and secure
Ensure insurance policies are up to date
React to change in operational need minimizing impact on delivery of ThinkForward programme
Manage our central email address, disseminating emails appropriately
Financial Transactions Processing (supervised by Head of Finance):
Be the point of contact for team queries relating to budgets, expenditure and expenses
Receive and prepare expense claims in readiness for weekly payment run
Process all monthly transactions including expenses payments, invoices, month end accruals and prepayments
Overall responsibility for maintaining SAGE
Undertake bank and credit card reconciliations at month-end
Assist with financial reporting and assist with year-end and audit processes
Ensure compliance with Companies House and Charity Commission requirements including an-nual return and informing them of any changes
Instigate and manage float / petty cash system
IT:
Be the point of contact for team enquiries relating to mobile phone or IT systems
Develop relationship with service provider
Keep abreast of IT developments and contributing to IT strategy/proposing improvements
Ensure adequacy and effectiveness of data backup and security of data
Procure, manage and track stocks of IT supplies – laptops, tablets, phone, accessories
Research and propose alternatives to established partnerships when required
Additional Administration:
Support colleagues with ad-hoc administrative tasks and projects
Contribute towards events management processes
Person specification
Qualifications/skills/experience:
5 GCSEs or equivalent
3 years’ relevant prior experience
Knowledge of administrative and clerical procedures
Knowledge of computers and relevant software applications
Knowledge of customer service principles and practices
Highly numerate
Able to use SAGE/knowledge of other accounting software
Personal qualities:
Professional personal presentation
Excellent time management skills
Good verbal and written communication skills; friendly and approachable
Good organising and planning skills
Highly reliable & confidential
Excellent attention to detail
Uses own initiative and can work well when unsupervised
