Our client is a charity based in West London.
This is an exciting opportunity to join a dynamic and growing children's charity as an Income/Credit Control & Administration Officer
PURPOSE OF THE JOB
This is an exciting opportunity to join a dynamic and growing children's charity. In this varied role the postholder with enjoy a range of responsibilities, from supporting the charity's finance team to being the main point of contact for visitors and telephone enquiries. In addition, this post will provide support for staff using our IT and digital systems and play a key role managing our relationships with stakeholders and supporters.
DUTIES & RESPONSIBILITIES
Record all income via bank statements, post, telephone and credit cards.
Ensure income balances to the bank statement at month end.
Prepare bank deposits and ensure income is balanced prior to banking. Going to the bank to the bank as required to place deposits.
Reconcile credit card receipts to the relevant income streams, ensuring accuracy of collection and posting to the accounts system.
Set up standing order mandates on the bank account.
Raise sales invoices as necessary.
Invoice tenants for rents and service charges and any other invoices that may arise. Invoicing for all services undertaken by other departments. Ensure all invoices are raised on a timely basis.
Maintain the office filing system and ensure all filing is kept up to date and in good order.
Keep registers up to date (e.g. RIP list, Post Adoption donations/fees, Standing Order schedules).
Code and post all income, after ensuring reconciled monthly to the accounts system (Sage).
Credit control - review all outstanding balances, chase as required to ensure timely receipts.
Ensure that the debtors control account and balances are correct and reconciled monthly.
Provide support with opening the post on a timely basis daily.
Provide cover for the Finance Assistant as necessary.
Support with arrangements for the Finance Committee, AGM and Trustee Meetings.
Record, produce and circulate minutes for the Finance Committee.
Provide cover and support, as necessary, to record, produce and circulate minutes for the AGM and Trustee meetings.
Be the main point of contact at Reception, welcoming visitors and answering phone calls, passing on enquiries to the relevant staff.
Order office supplies and frank post.
Work closely with the School Counselling Team to provide administrative support, including raising SLAs for schools, checking and sending to the relevant contact and ensuring signed contracts are correct and returned on a timely basis and logged on the CRM.
Work closely with the Partnerships & Communications Department to support and nurture relationships with donors, including supporting fundraising campaigns and liaising with schools, parishes and individuals.
Oversee gift aid, including obtaining signed declarations and updating both donor records and the Gift Aid register.
Manage correspondence relating to Gift Aid, bank standing orders and donations.
Take receipt of donations via the phone and write thank you letters to donors.
IT and Telephony (Support)
To provide cover/support and acquire knowledge of the following areas (full training will be provided):
When required, act as the contact for our IT/telephony support suppliers.
Support with the logging of any IT/telephony issues experienced by staff, addressing any basic issues and escalating to external IT support as required.
Keep end-users informed of progress of incidents or requests, advising of possible workarounds and resolutions.
Help set up new users' accounts and profiles and deal with password issues.
Support with issuing laptops, PCs, phones to new users and maintain the IT inventory.
Assist with the setup of equipment for starters/leavers in-line with processes.
Support the roll-out of new applications as required and help staff adapt to new systems.
Work with external providers on the development, maintenance and technical support of systems including Salesforce, RingCentral, Office 365 etc. (full training will be provided).
Help develop the technical skills of staff using digital systems through training and provision of user guidance.
Support the generation of statistical reports from the Salesforce CRM to be shared with schools, funders, trustees and other key stakeholders.
Strong IT skills, including Excel, Outlook and Word.
Experience of using databases.
Experience of using Salesforce for recording fundraising income.
Experience of working within a finance team, whether within a charity or corporate setting.
A driving licence and access to a car (for depositing funds at the bank).