Finance & Admin Manager – Community Organisation

The Administration Manager is responsible for overseeing the charity's administrative, payroll, and financial administration functions. The role ensures accurate financial processing, statutory compliance, effective cash management, and efficient administration of tenant billing and supplier payments. The role holder will support the business by maintaining robust financial controls and managing key relationships with colleagues across all departments, Trustees, tenants, suppliers, utility providers, and regulatory bodies.

Your key responsibilities for this role are as follows:

Payroll and Employee Costs:

• Manage the monthly payroll process, ensuring all employees are paid accurately and on time.
• Maintain payroll records and employee remuneration data. Raise ‘textfile’ to bank to pay monthly salaries
• Account for salaries, pensions, bonuses, benefits, and other staff-related costs within the accounting system.
• Prepare and submit annual P11D returns and ensure compliance with HMRC requirements relating to employee benefits and expenses.
• Reconcile payroll-related balance sheet accounts.
• Accountable for dealing with any salary queries from staff Staff

Records and Benefits:

• Keep all relevant documentation pertaining to staff to include personnel details, salary and pension details, life assurance nomination forms and maternity and paternity signed forms.
• Responsible for informing staff of their Pension, Life Assurance and PHI benefits when they have passed their probationary period
• Ensure pension deductions occur, and contributions are paid to the pension company
• Deal with any correspondence from pension companies Import into Scottish Widows portal the monthly pension payments
• Keep record of Pension accrual.

Fleet and Vehicle Leasing Coordinator:

• Responsible for managing and maintaining our vehicle fleet, including arranging, insurance, and compliance records.
• Coordinate the hire and leasing of vehicles for staff, ensuring vehicles are available, costeffective, roadworthy, and suitable for business needs.
• Liaises with leasing companies, hire providers, and internal staff, while monitoring costs, contracts, and vehicle documentation.
• Making sure that company car drivers have their vehicles regularly serviced, MOT’d and repaired if necessary

Purchase Ledger and Supplier Administration

• Review and match supplier invoices to approved purchase orders and goods received documentation.
• Investigate and resolve invoice discrepancies in a timely manner.
• Ensure supplier payments are processed accurately and in accordance with company procedures.
• Maintain supplier records and support effective vendor relationships.

Tenant and Other Billing and Receivables

• Prepare and issue tenant invoices for rent, service charges, utilities, and other recoverable costs.
• Monitor tenant accounts and follow up on outstanding balances.
• Maintain accurate records of tenancy agreements and associated billing schedules.
• Reconcile tenant accounts and investigate billing queries.
• Prepare and issue invoices for recharged services relating to events.
• Raise invoices/claims to CST’s Grants Admin Department for monthly administration and security, and for multi-site security.

Financial Accounting

• Maintain accurate accruals, prepayments, sundry debtors and pension accrual schedules.
• Assist with the preparation of monthly management accounts. Ensure financial transactions are processed accurately and in accordance with accounting standards.
• Perform account reconciliations and investigate variances.

VAT and Tax Compliance:

• Prepare and submit quarterly VAT returns.
• Ensure VAT records are maintained accurately and comply with applicable legislation.
• Liaise with external advisors and HMRC as required regarding VAT and tax matters.

Statutory Compliance and Reporting:

• Coordinate statutory filings and ensure compliance with all legal and regulatory requirements including filing annual returns.
• Maintain statutory records and documentation.
• Assist with year-end audit requirements and provide supporting information to auditors.

Cash and Banking Management:

• Monitor and control petty cash, ensuring expenditures are properly authorised and recorded.
• Monitor bank account movements daily and investigate unusual transactions.
• Prepare payments, including importing textfiles, and ensure they are appropriately approved.
• Perform bank reconciliations and maintain strong cash management controls.
• Assist with cash flow monitoring and forecasting. Administer the company credit cards, including being available to pass on OTPs to users

Utilities and Contract Management:

• Manage relationships with utility suppliers and service providers.
• Negotiate utility contracts and tariffs to secure cost-effective arrangements for the business.
• Monitor utility expenditure and identify opportunities for cost savings and efficiency improvements.

Administration and Office Management:

• Develop and maintain effective administrative systems and procedures.
• Ensure company records are maintained accurately and securely.
• Support senior management with administrative and operational requirements.
• Contribute to process improvements and the implementation of best practices across administrative and finance functions.

Building Management:

• Oversee the work of the Building Manager and Cleaners.
• Recommend and coordinate improvements to the property as needed to ensure a safe, functional and attractive space
• Be flexible to be available outside of normal working hours to deal with emergencies affecting the property and to reasonably attend site out of normal working hours to deal with such emergencies.

You must be a team player, and have:

Required Professional qualifications:

• Qualified ACA/ACCA/CIMA, or equivalent financial qualification preferred, but partqualification would be acceptable. Relevant experience is considered more important.
• Payroll or VAT-related qualifications advantageous.

Work Experience:

• Proven experience in payroll, accounts administration, or finance management.
• Experience preparing VAT returns and statutory filings.
• Experience in property, facilities, or tenant accounting would be advantageous.
• Experience negotiating supplier or utility contracts.

Skills and Competencies:

• Strong numerical and analytical skills.
• Excellent attention to detail and accuracy.
• Good understanding of accounting principles and financial controls.
• Knowledge of payroll legislation, VAT, and HMRC requirements.
• Strong organisational and time-management skills.
• Proficient in accounting software and Microsoft Office, particularly Excel.
• Excellent communication and negotiation skills.
• Ability to work independently and manage multiple priorities.

Key Performance Indicators (KPIs):

• Payroll processed accurately and on time.
• VAT returns submitted by statutory deadlines.
• Tenant invoices and grant claims raised accurately and promptly.
• Supplier invoices matched and processed within agreed timescales.
• Bank reconciliations completed monthly.
• Accurate maintenance of accruals and prepayments.
• Compliance with statutory filing deadlines.
• Reduction in utility costs through effective supplier negotiations.
• Effective control and reconciliation of petty cash and bank transactions.

For more information about the role, or to receive a personal recommendation, please contact our recruitment team. Melissa – melissa@theworkavenue.org.uk or Yael – yb@theworkavenue.org.uk



Code: J-02