CURRENT VACANCIES

PA to the Chief Executive Officer

Reports to: Chief Executive Officer 
Location: Swansea
Contract: Fixed for 1 year
Hours: Part-time 20 hours a week - flexible to be agreed with the CEO (ideally spread over 3 - 5 days).
Salary:  £11/hr

Purpose of the post:

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• To provide personal assistance to the Chief Executive Officer and secretarial support to the Chairman and Board of Trustees. 

• To support the Chief Executive in the administration of governance systems and processes within the organisation.

• To ensure appropriate financial management and planning to enable a rapidly growing organisation to run efficiently and sustainably, continuously improve its services and maintain its reputation; in accordance with its constitution, good bookkeeping practice and in compliance with the legal requirements upon charities.

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Key Responsibilities: 

General

• Provide administrative support to the CEO in managing his diary, the organisation of meetings and the maintenance of confidential documents and files. 

• Provide support to the CEO in the prioritisation of his workload and responding appropriately and filtering requests on his behalf. 

• Provide administrative and secretarial support to the Chair of Trustees, Trustees and Company Secretary, including the organisations of meetings, preparation of agendas, minutes and papers. Liaising with Trustees and Operations Manager as required. 

• Responsible for the administration of Board of Trustees and Board Committee meetings. 

• Organise attendances at external events, away days and other meetings as required. 

• Responsible for the maintenance of the organisation’s incident and risk management systems 

• Responsible for the maintenance of the organisation’s Policy files. 

• Responsible for the Stationery Budget; overseeing the procurement, and authorisation of stationery from requisition to delivery. 

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Reporting

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• Prepare regular management accounts (monthly and quarterly) showing income and expenditure against budget, monitor reserves and monitor compliance with restrictions on the use of funds.

• Arrange for the production and examination or audit of the end of year accounts in accordance with legal requirements. In collaboration with the Treasurer and CEO, ensure that timely and accurate documents are submitted to the Charity Commission and Companies House.

• Be the primary liaison point with the Treasurer and the External Auditor.

Financial procedures

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• Ensure that the organisation has and follows written policies on financial procedures and controls to ensure efficient use of resources and integrity of accounting records.

• Ensure that financial procedures are reviewed, updated and improved as appropriate, in line with the changing needs of the organisation. 

• Explain financial procedures to staff, arrange training for colleagues as required and ensure that good practice is embedded in the organisation.

• Ensure financial procedures are compliant with GDPR regulations.

• Bookkeeping and finance management

• Take full charge of day to day bookkeeping and reporting duties using Xero, to include sales ledger invoicing, credit control, purchase ledger processing & payments.

• Prepare and post general ledger journals

• Payroll data compilation for external payroll processing.

• Ensure that recording of income and expenditure, bank reconciliation, payment of invoices and reclamation of Gift Aid are administered accurately and in a timely manner. 

• Ensure that effective financial records are maintained in the accounting system. Maintain well-organised paper records where required.

• Manage the relationship with our banks and be a bank signatory, able to sign cheques and authorise salaries and other online payments in accordance with the Trustees’ policy on authorisation. Manage cashflow, using online banking facilities to move funds between accounts as required.

• Special Features of the job 

• To attend Board of Trustee meetings and any other meeting outside hours, by agreement with the Chief Executive as required by the organisation. 

How to apply?

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The application deadline is 01/06/2020

PLEASE FOLLOW THIS LINK TO COMPLETE THE APPLICATION FORM