Disclaimer: I understand that if I want a policy that reflects the latest legislation and is appropriate to my organisation, I will seek

specialist legal advice. Policies, job descriptions and person specifications are intended for guidance only and do not act as a substitute for professional advice. I understand that if my organisation decides to rely on a document obtained from the NCVO's HRBank, it does so at its own risk. Job Description Administration and Finance Officer Accountable to: XXX Manager Hours: 37.5 Salary: XXX Accountable for: Delegated responsibility for volunteers Job Summary To provide an efficient administrative support service to the network staff, Management Committee and membership. To take responsibility for the administration of the day to day financial management of the organisation. To provide an effective interface with the member organisations and individuals of the network. Key Responsibilities Administration To develop, maintain, review and improve relevant electronic and paper-based administrative systems To contribute to scheduling and co-ordinating activities and resources by maintaining room bookings etc. To source new suppliers for stationary etc and setting them up on the system To monitor and maintain a safe, healthy and secure working environment, ensuring all equipment and systems comply with current organisational and legal requirements To adhere to and develop the project monitoring and evaluation mechanisms to provide information and contribute to quarterly and annual reports on the projects progress To produce and distribute the newsletter at least quarterly To circulate information to members and Management Committee To maintain and update the website

Membership To maintain a database of service user groups, their specialist areas, contact details etc To maintain an effective interface with service user individuals and groups To support and contribute to the development of systems to disseminate documentation and information to groups and individuals within the network

Finance All duties will be carried out within the delegated authority/standing order mandate. To process and enter financial data using the MYOB system To produce income and expenditure reports for funders and the Management Committee To work with Operational Accountant and Management Committee to prepare budgets including forecasts and revisions To work with Operational Accountant to produce costings for fundraising
Page 1 of 3

To work with Operational Accountant to complete year finance reports and liaise with the auditors To work with the Operational Accountant to carry out balance sheet reconciliations To manage the petty cash account for the central support including the reimbursements of petty cash funds and completing financial returns using the Imprest system To record and pay invoices received from suppliers To place orders with suppliers (within financial procedures) To liaise with the Audit and Governance Sub-group.

Volunteers To ensure that volunteers are fully inducted into their roles and managed

General To attend team meetings and supervision To support new service developments and assist with bid and tender preparations, as required. To participate in training as required To represent the network internally and externally in a positive and professional manner as required To maintain confidentiality of service users, Management Committee Members and staff. To ensure that all work is undertaken with full adherence to XXX Equal Opportunities Policies and procedures

29.07.08

Page 2 of 3

Person Specification Essential 1 2 3 4 5 6 7 8 9 10 11 12 13 14 15 16 17 Personal experience of mental health problems Experience of office equipment and systems (electronic and paper-based) Experience of preparing budgets Experience of managing and maintaining petty cash systems High-level IT literacy Excellent written and verbal communication skills and the ability to develop and maintain effective working relationships Ability to deal with phone enquiries, including those from people who may be in distress Experience of organising and servicing meetings, including taking and distributing minutes Knowledge and understanding of the administrative and legislative requirements to maintain a healthy, safe and effective working environment Ability to prioritise and manage workload to meet deadlines Experience of working with people from diverse communities and with diverse needs Understanding of issues of working in voluntary sector Experience of working with and supporting volunteers and an understanding of volunteering issues Ability to work on own initiative and as part of a team Willingness to undertake training and update skills/knowledge Willingness to travel Have an operational understanding of and be able to apply Equal Opportunities and Health & Safety policies Desirable

Page 3 of 3