PEACE BYTES PROJECT

JOB DESCRIPTION

JOB TITLE: Finance & Administration Officer (28 hours per week)

RESPONSIBLE TO: Director/Youth Work Co-ordinator

LOCATION: Bytes Head Office

DURATION: Oct 2017 – Dec 2021

TO BE RECRUITED: Yes

GRADE: NJC Scale 5

SALARY SCALE: Scale 5 Spinal Point 22-25

BASIC STARTING SALARY: £15,426.88

EMPLOYER COSTS (NATIONAL INSURANCE & PENSION): £1,120.52

OTHER ELIGIBLE STAFF COSTS (REDUNDANCY): £1,399.02

PROPORTION OF TIME ON PROJECT: 100%

PURPOSE OF JOBTo be responsible for all the financial and other administration duties for the project. KEY TASKS

1. To prepare financial reports for the project which identify the collection, recording and presentation of financial information for management control and planning.

2. To prepare, maintain systems and submit the grant funding claims in accordance with SEUPB and in line with EU standards and regulations.

3. To maintain systems for petty cash, purchase orders and asset registers.

4. To prepare financial information for the Accountants and Internal Auditors.

5. To continually update the Quickbooks Accounts package and prepare month year end analysis.

6. To manage the procurement of organisational and programme expenditure in accordance with EU directives.

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7. To prepare and pay salaries, wages, and travel/subsistence expenses to project staff and all obligatory or voluntary deductions to the appropriate bodies.

8. Prepare and submit all statutory returns to the appropriate authorities.

9. Manage all changes in rates or methods of paying SSP, SMP, Tax and National Insurance, and ensure that Bytes practices comply with legal requirements.

10. Respond to queries from staff or external bodies in connection with payroll administration.

11. To implement and maintain a project filing system, both electronic and paper-based.

12. To provide administrative support for project reports and evaluation.

13. To update project personnel record, including sick, leave and appraisal information.

14. Produce reports as required by the Director using MS Word and Excel.

15. Be responsible for all aspects of the management of callers and visitors to the project, including greeting, monitoring, catering arrangements.

16. Any other duties as assigned by the Director.

The duties of the post may vary from time to time without changing the general character of the duties or the level of responsibilities entailed.

HOURS OF WORK

The applicant will be flexible in their working hours and may occasionally be required to work evenings and weekends.

EMPLOYMENT TERMS/CONDITIONSThe employee will undergo a six-month probationary period appraisal carried out by the Director.

HOLIDAYS 25 days annual holidays and 12 statutory days, to apply during any 52-week period of employment (pro rata). Fixed term periods apply. Holidays will be taken by arrangement with the Director.

ESSENTIAL CRITERIA

A recognised qualification to NVQ level 2 (or equivalent) and above in book-keeping, finance, office, business or project administration and two years experience working with main responsibility for financial coordination or management.

Or Four years experience working with main responsibilities for financial coordination or

management.

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Experience of submitting funding/grant claims for EU or similar funded programmes.

The post holder must be computer literate and in particular have experience of MS Office including, Word and Excel.

The post holder must have working knowledge of Sage Accounts or Quickbooks and Sage payroll or equivalent.

The post holder should have good communication skills and be able to produce ad hoc reports.

Flexibility and an ability to multi-task.

DESIRABLE CRITERIA

Experience of financial administration on a PEACE funded project.

Experience of youth work.

Experience of financial administration in the charity sector.

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