JOB TITLE: Business Support Manager
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Hours: 37.5 hours a week (Monday to Friday)
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Salary: £28,302
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Location: Office-based, Milton Keynes
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Responsible to: Director
5. Organisational Background and Information:
Milton Keynes Christian Foundation is a local charity growing people and communities through social enterprise. The social enterprises work to change the world by reducing and utilising waste, growing and cooking healthy food, connecting with local communities, and supporting families to play and grow together. Our social enterprise and learning support teams are staffed by qualified and experienced colleagues, supported by volunteers, and young people who are outside education and employment looking for a new way to learn and develop.
6. Purpose
To manage the business administration for the charity including:
Financial administration and processing
● Managing Human Resources processes and reporting
● Facilities and office resources management, including Health and Safety
7. Main Responsibilities
a) Financial administration
Transactional Processing
Process purchase invoices, sales invoices, credit notes accurately and in a timely manner. Maintain the purchase ledger and sales ledger, ensuring all transactions are correctly coded to enterprises, projects, and funds.
Enter all payments, receipts and transfers into the finance system (currently Xero), ensuring completeness and accuracy.
Prepare fortnightly or payment runs for approval, ensuring supplier terms are met and cashflow is considered.
Process staff expense claims in line with internal policies and HMRC rules.
● Customer & Supplier Ledger Management
Maintain accurate supplier and customer account records, ensuring details such as bank information, VAT status and contact details are up to date.
Respond to supplier and customer queries regarding invoices, payments, statements and account balances.
Reconcile supplier statements regularly, investigating and resolving discrepancies Monitor aged creditors and aged debtors, escalating overdue or disputed items where necessary.
Issue customer invoices promptly and follow up on outstanding payments in line with the organisation’s credit control procedures.
Banking & Cash Handling
Complete regular bank reconciliations for all bank accounts.
Manage petty cash, including issuing, recording, reconciling and banking as required.
Reconcile card machine takings, online payments and cash income from social enterprises.
Income Management
Monitor and reconcile income streams across all social enterprises (e.g., café, cycling,
growing, learning programmes).
Ensure all income is recorded accurately and allocated to the correct restricted or unrestricted funds.
Prepare and submit Gift Aid claims, maintaining supporting documentation for audit purposes.
● Financial Controls & Compliance
Maintain accurate financial records in line with charity accounting requirements and internal financial controls.
Ensure adherence to authorisation limits, segregation of duties and financial procedures Support the annual audit by preparing schedules, documentation and responding to auditor queries.
Maintain supplier contracts and ensure financial documentation is stored securely and in line with data protection requirements.
Reporting & Support
Provide regular financial reports to enterprise leads, including income, expenditure, variances and cash reconciliation.
Support external Accountant with month‑end duties as required.
Systems & Process Improvement
Maintain accurate supplier and customer records within Xero.
Support improvements to financial processes, documentation and internal controls.
Work with the external Accountant to ensure consistent use of the finance system across all teams.
Assist with the development and maintenance of a finance procedures manual.
b) Human Resources
To oversee the entire recruitment process, from job posting to coordinating onboarding
• Staff timesheet and absence administration
To ensure all staff training, holiday and sickness processes are monitored, documented and adhered to
Maintain our Single Central Record of DBS, RTW and references
• Keep a record staff training and CPD, particularly in relation to Child Protection
• Maintenance of personnel files
c) Facilities and office resources management
To participate in providing a professional administrative service, which may include answering telephones, emails, taking messages and undertaking any other office duties as required.
● To take ownership for our health and safety procedures/systems including risk assessments.
Ensure best value contracts for utilities and office equipment, review and negotiate supplier contracts as required
Ensure required insurances are in place
d) Other
• Dealing with customers and supplier enquiries
• Filing and archiving
• Participate in training and other learning activities as required
Such other duties as may, from time to time, be required by the Director
• Be an active participant in the Executive team
• Management of fixed asset register
• Assist with DfE returns, check and challenge data
Be aware of and comply with all policies and procedures relating to safeguarding, child protection, health and safety, security, confidentiality and data protection, reporting all concerns to the appropriate person
- Person Specification
| CRITERIA | Essential | Desirable |
| Specific Skills,Knowledge andExperience | • Good verbal and writtencommunications skills• Good working knowledge of MicrosoftOffice packages, advanced Excel skills• Previous finance/bookkeepingexperience required (minimum 3 years)• Working knowledge of finance systems(preferably Xero)Understanding of organisational HRprocesses | • Knowledge andawareness of charityaccounting• Knowledge of VATaccounting and partialexemption |
| Qualifications | • Qualified by experience | Qualified or Part-QualifiedAAT or other appropriatequalification |
| Attributes | • Strong communication skills with theability to explain financial information tonon-finance staff• Self-motivated and able to work on owninitiative• Able to plan work effectively andmanage own time• Work to high level of accuracy• Keen to learn and develop | • Good presentation skills•Able to constructivelychallenge information anddecisions |
| JUDGEMENT | • Problem analysis and solving• Awareness of appropriateness andpracticality of options• Understanding of impact of decisions | |
| EQUALOPPORTUNITIES | • Working within the framework of theFoundation's Equal Opportunities Policy | |
| CHILD PROTECTIONAND SAFEGUARDING | This post is subject to an EnhancedDBS check |