Imaginate is recruiting a part-time Company & Finance Administrator to provide operational, administrative and financial support for the organisation as a whole.
Terms: 3 days a week, permanent position
Reports to: Chief Executive
Salary: £23,000 p.a. pro rata plus 5% employer contribution to pension.
Please download and read the full job description and guidelines.
Key Tasks and responsibilities
Finance
- Support all areas of financial management as detailed below:
- Liaise with book-keeper to ensure accurate records are kept and all accounts are up to date.
- Assist the Bookkeeper, when necessary, with the preparation of monthly financial reports on Xero.
- Co-ordinate staff annual leave and support payroll administration with the Bookkeeper.
- Provide credit control support by ensuring customer invoices due are paid and all supplier accounts are settled on time.
- Collate documents required for the annual audit of the financial accounts in conjunction with the Chief Executive.
- Maintain income and expenditure systems and processes; preparing cheques, credit card and petty cash control, credit card administration.
- Become main contact for administration for Pensions and HMRC account.
- Support the Chief Executive and other team members in producing accurate financial reports and annual accounts.
- Manage permissions to financial services
Company Administration & Governance
- Maintain and monitor the company calendar (including scheduling events, meetings, planning cycles, funding application cycles, staff leave and staff cover).
- Circulate Agenda and take minutes for weekly Company Update meetings.
- Work with the Senior Producer and Chief Executive to arrange annual insurance.
- Support the Board of Directors by arranging meetings, circulating papers and other relevant information and taking minutes. Be the principal contact for OSCR and Companies house.
- Manage recruitment administration including updating staff contracts and induction of new employees into office procedures.
- Maintain company password bank.
- Maintain and update an evaluation calendar for relevant evaluation forms are sent to artists and participants throughout the year.
- Monitor and compile company and project statistics for completion of annual funder’s reports.
- Other administrative duties when necessary e.g. train to be First Aid and Fire Marshall
Office Management
- Manage the day to day running of office systems, equipment and resources, ensuring compliance with health and safety and making sure all supplies are ordered and good stocks are kept,
- IT support for staff / liaison with external IT support providers for new starters.
- Answer general phone and email enquiries, manage applications and information email inboxes.
- Manage the environmental reporting.
Please remember you do not have to have experience in all these areas but you do need to be someone who is comfortable working with figures, enjoys working on tasks across multiple projects, can follow instructions and is excited to learn.
Please download and read the full job description and guidelines.
Read the guidelines carefully and if you have any questions or would like an informal, confidential chat about the position, please contact Belinda McElhinney, Chief Executive on 07814 025677 or email belinda@imaginate.org.uk.