Role overview

Over the last year, the organisation has grown significantly to a team of 70 staff. To enable us to achieve our mission to give all young people a home, we are committed to growing and improving our front and back-office functions. This role will be adding capacity to our Admin Team, supporting the organisation with increased demand around administrative and financial tasks.

Key details

• Contract type and hours: Permanent. The role is full-time, 35 hours per week Monday to Friday. Some work over the Christmas period will also be required.
• Salary: The starting salary for the role is £31,200 (pro rata). The salary scale is: AP26 (£31,200) to AP30 (£34,736).
• Location: The post is based at New Horizon Youth Centre, 68 Chalton Street, London, NW1 1JR.
• Application deadline: 9am, Friday 6th December 2024

How to apply

• Read through all the information on this page
• When you are ready, complete our application form below:
  • Complete the diversity and adjustment questions
  • Upload your CV. This must not include your name in the document or in the file name, or any contact details or references. This must be no more than 2 pages.
  • Submit your supporting statement into the box marked 'cover letter'. This must be no more than 2 A4 pages, or 1500 words, and must not contain your name, address or contact details. We recommend drafting it in a different document and copying and pasting when you are ready to submit.

Key objectives of the role

The key objective of this post is to work within the Admin team to facilitate smooth and efficient support throughout the organisation. This role will focus on managing daily financial operations such as bookkeeping, reconciling accounts, processing invoices, handling expenses, and producing financial reports. You'll also maintain office systems, manage bookings and databases, coordinate communications, and support new staff onboarding as well as the Finance and Resource manager and Head of Finance and Resources.

Reporting to: Finance and Resource Manager in the Administration Team

Main tasks and responsibilities

Financial:

To assist in the management of NHYC finance systems including bookkeeping and maintaining purchase and payables systems. This will include:

1. Reviewing all invoices and staff expenses ensuring that all back-up documentation and authorisations are in place and correct budgeting information received.

2. Maintaining accurate payables and petty cash systems, ensuring that all received invoices and petty cash claims are coded correctly.

3. Compiling weekly BACS payments ensuring that all outstanding invoices are correctly identified for payment.

4. Reconciling supplier statements to ensure the ledger is accurate and up to date, addressing any discrepancies as they arise.

5. Raising invoices upon request and chasing outstanding amounts due.

6. Processing emergency accommodation bookings for young people and any other Young people-related purchases as instructed by budget holders.

7. Keeping an accurate record of all received young people holding grants and maintain monthly analysis and reconciliations of income and expenditure of the account.

8. Producing monthly financial reports as required by the leadership team.

9. Adhering to all financial procedures and authorisation systems, maintaining compliance at all times.

Admin and General Support:

To provide a welcoming, reliable response to NHYC clients, external stakeholders, and staff as well as offering administrative support throughout the organisation. This will include:

1. Maintaining general office systems and administration.

2. Answering the telephone and managing our general enquiries inbox, ensuring messages are passed to the relevant person.

3. Liaising with any external suppliers related to processed orders or disputed invoices.

4. Inputting data onto existing database systems and upkeep of established office systems, ensuring adherence to GDPR legislation.

5. Managing internal room booking systems and external room hire enquiries. Supporting to set up for meetings, training and events.

6. Taking Trustee’s meeting minutes when required.

7. Supporting with the onboarding of new staff, compiling new starter forms and completing relevant checks, DBS and Right-To-Work checks.

8. Maintaining and regularly updating the Staff Database.

Building and technology

1. Support Office Administrator (resources lead) with arranging for any ad-hoc repairs around the building and reporting any Health and Safety concerns.
2. Undertake regular fire tests and centre drills.
3. Provide support during the annual external Cyber Security Assessment.
4. Support staff with IT access, equipment and liaising with our external IT provider when required.

Reviewing personal performance and development needs

To be proactive in reviewing and evaluating own performance and identifying and acting upon areas for improvement. This will include:

1. Reviewing and evaluating own performance to identify strengths and areas for development.
2. Undertaking development and training opportunities and being responsible for obtaining maximum benefit through review, reflection, and practice.

Other

To contribute positively and constructively to the development of the teams, service and NHYC. This will include:

1. Covering for other members of the team where necessary.
2. Following NHYC’s policies, procedures and performance expectations in all functions of the post.
3. Undertaking as required any other duties compatible with the level and nature of the post and/or reasonably required by the Director of Operations or CEO.

Person specification

We are looking for an individual who can demonstrate the following competencies to a high level and want to use these to the full in their work.

E: Essential

D: Desirable

QUALIFICATIONS, EXPERIENCE AND TRACK RECORD

1. Strong analytical skills with the ability to interpret financial data and produce accurate financial reports. (E)

2. High level of integrity and discretion in handling sensitive financial information. (E)

3. Experience of using financial systems and producing excel based analysis. (E)

4. Experience of using IT systems to support the achievement of personal and collective work goals. (E)

5. Experience working with Sage Line 50 and QuickBooks or any similar programs. (D)

6. Proficiency in Microsoft Office Suite (Word, Excel, PowerPoint, Outlook). (E)

KNOWLEDGE AND SKILLS

7. Excellent verbal and written communication skills and the ability to deal tactfully, sensitively, and confidentially with a wide range of individuals. (E)

8. Strong time management skills and the ability to prioritise workload with conflicting deadlines. (E)

9. Experience of working as part of the team as well as using own initiative (E)

10. Willingness to learn and progress within financial area of work. (E)

11. Confidence in answering external phone calls and directing them to relevant teams. (E)

12. Ability to interact professionally with colleagues, young people and external contractors. (E)

13. Experience in basic IT troubleshooting and willingness to support colleagues around such issues. (E)

ADDITIONAL INFORMATION

Location:  The post is based at: New Horizon Youth Centre, 68 Chalton Street, London, NW1 1JR.

Contract type and hours of work: The role is full-time, 35 hours per week Monday to Friday. Some work over the Christmas period will also be required

Closing date for applications: 9am, Friday 6th December 

• Shortlisted candidates will be informed: 11 December
• Interviews: 17 December

Application process

1. Complete the application form below
2. Upload your CV setting out your career history, education or qualifications, and other key responsibilities or achievements. Do not include your name, contact details or references in the CV or in the document file name.
3. Write a cover letter / supporting statement (no more than 1500 words) highlighting your suitability for the role and how you meet the criteria listed on the Person Specification. Please address the points in the person specification only. This is an important part of your application so must be completed. Do not include your name, contact details or address. We recommend you work on this in another text file (such as Word) and copy and paste it into this box when you are ready to submit.

We do not consider incomplete applications.

You will be notified if you have not been shortlisted. However, we are unfortunately unable to provide each individual application with feedback.

If you have any questions or would like to arrange a call to discuss the role, please feel free to email us at recruitment@nhyouthcentre.org.uk or call 0207 388 5560.

Click here to see the job pack in PDF format or the job pack in Word format.