Finance Administrator

Finance Administrator

Job description and
person specification

Salary
Hours
Reporting to
Location

£24,500 (FTE)
Permanent - Part time (15hrs per week, ideally over 3 days)
  Head of Finance
Sevenoaks,  although  we  operate  flexible  working  hours  in  which
staff can work from home for part of the week and some travel may
be required on occasion.

About West Kent Mind
West Kent Mind enriches lives through better mental health by offering support to get
well,  stay  well  and  thrive.  We  are  an  ambitious,  award-winning  organisation  and  an
enthusiastic  member  of  the  Mind  federation.  We  value  collaboration,  partnership,
creativity and growth.

Job description
Purpose of the role
The Finance Administrator will provide part-time support to the Head of Finance in the
day-to-day running of the charity’s finance function. The role will help ensure accurate
financial records, strong financial controls, and timely processing of transactions.

This is an important administrative role which could be ideally suited to someone with
previous  bookkeeping  experience  who  is  looking  for  part-time  work  to  put  their
experience to good use within a supportive and values-driven environment.

Person specification
Who you are
All previous experience may be paid or voluntary, full or part-time, in the UK or
overseas.

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•  You have some previous experience in bookkeeping or finance administration.
       (e.g. handling invoices, payments, and bank reconciliations)
•  You have good numerical skills and a keen eye for detail - you will pride yourself on

keeping financial records and files in good order.

•  You  have  intermediate  skills  in  Microsoft  Excel  and  a  willingness  to  develop

learning in this area.

•  You have some previous experience using accounting software. E.g. Xero.
•  You  are  sufficiently  confident  to  experiment  with  new  software,  apps  and

technology to maximise efficiency.

•  You  have  experience  in  managing  external  relationships,  and  can  communicate
effectively  and  professionally  with  banks,  suppliers,  customers  and  other
stakeholders.

•  You are happy working as a team but equally can work independently.

What you will bring to the role

•  You  have  an  organised,  methodical  and  systematic  approach  to  your  work  and

thrive on helping to support others.

•  You enjoy recording, monitoring and analysing basic financial information.
•  You can organise yourself and your work to be able to meet weekly, monthly and

annual deadlines when required.

•  You enjoy problem-solving and actively focus  on finding solutions  to challenges

within your role.

•  You can participate in and contribute to idea sharing in team meetings.
•  You can identify personal development needs and attend training when required.
•  You have a genuine interest in and commitment to the mission and values of West

Kent Mind.

Key Responsibilities
Working with the Head of Finance, you will be setting and completing work objectives
which will include:

•  Processing purchase invoices, expense claims, and payments to correct budget

codes within Xero.

•  Completing regular bank account and other account reconciliations.
•  Raising invoices for our work in accordance with instructions and paying suppliers

on a timely basis; each within the rules of our financial policies.

•  Working  with  other  members  of  the  team  (such  as  fundraising,  training  or

counselling) to accurately record income from various sources.

•  Collating  and  maintaining  accurate  and  timely  financial  records  to  support  the

Head of Finance in helping to ensure finance records are audit -ready.

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•  Assisting  with  month  end  and  year  end  tasks  (such  as  checking  balances  and

creating supporting schedules to evidence accruals and prepayments

•  Managing incoming communications from staff and suppliers; responding to

basic finance enquiries and ensuring timely follow-ups.

•  Monitoring and evaluating all aspects of your work for the purposes of continuous

improvement.

•  Carrying out general administrative duties to support the finance function.
•  Always working within the policies and procedures of West Kent Mind.
•  Any other duties as reasonably requested by your line manager.

Adopting our fundraising culture
West  Kent  Mind  operates  and  encourages  a  fundraising  culture,  this  means  that  our
staff,  volunteers,  and  trustees  are  all  fundraising  advocates  and  contribute  to  an
organisational  fundraising  ethos.  This  means  attending  a  minimum  of  two  fundraising
events per year to champion West Kent Mind while connecting with team members.

Benefits
We’re a charity and we’re here to make a positive difference to lives and communities.
You’ll work with a passionate, knowledgeable and dedicated team with a big heart.

Everyone can access our Employee Assistance Programme. It’s confidential and includes
24/7 telephone advice, counselling and a suite of online tools to help you stay happy
and healthy.

Everyone, regardless of role, is offered free Mental Health First Aid training.

Holidays
23 days per year (calculated pro-rata for part-time employees) increasing by 1 day for
each  year  of  service  to  a  maximum  of  30.  Plus  an  organisation‑wide  wellbeing  break
between Christmas and New Year, when all staff are encouraged to rest, recharge and
take  time  for  themselves.  Bank  holidays  are  also  calculated  on  a  pro-rata  basis.  All
holiday is calculated pro-rata.

Learning
We’re committed to supporting our staff with learning and professional development,
so we offer opportunities for coaching, training and mentoring.

Pension
If eligible you’ll be auto enrolled into our pension scheme, and our contribution is based
on 3% of your qualifying salary.

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