IFE Job Vacancies

 IFE Vacancies

Finance and Corporate Services Administrator

Hours: Part-time (21 hours per week), Permanent
Salary: 
£12,752 a year
Location: 
IFE HQ, Stratford upon Avon
Expected start date: 
ASAP
Closing date for applications: 20th September 2021

Main purpose of the role

To support the team in the provisioning of accurate and timely finance and administrative activities and to preserve the integrity and efficiency of the finance function.

Relationships

a. Reporting to the Finance Manager
b. Liaison with internal stakeholders including but not limited to: CEO, Trustees, IFE staff, Branches and Volunteers
c. Liaison with external stakeholders including but not limited to; customers, suppliers, partners, regulators, auditors and advisors

Main responsibilities

Sales ledger duties to include maintaining accurate and up to date customer records in line with company policies which will involve:

  • Raising sales invoices, credit notes and adjustments as required
  • Processing monies received onto customer records (BACS, cheque, cash, card)
  • Issuing receipts and copy invoices upon request
  • Chasing remittance advices and purchase order details
  • Undertake proactive debtor management and credit control on a timely basis
  • Weekly banking and cheque deposits at the bank
  • Reporting and analysing of customer sales and debtors
  • Issuing statements and reminder correspondence
  • Jointly responsible for ‘first point of contact’ and resolving queries into the Finance function; ensuring prompt resolution of any outstanding issues
  • Assist with purchase ledger duties where necessary to ensure these tasks of the finance function are accurate and up to date (such as raising PO’s, setting up accounts, processing invoices and expense claims, and reconciling orders and statements);
  • Assist with period-end processes, reconciliations, cashflow and VAT returns where necessary
  • Support the preparation of the annual audit
  • Administering orders and stock control of office consumables, publications and merchandise; from procurement of stock to dispatch
  • Liaise with branches and internal colleagues to resolve outstanding queries as necessary
  • Contribute and undertake ad-hoc projects as required
  • Assist with other duties for the department and wider institution when required
  • Comply with all internal financial controls and report any non-conformances

General responsibilities

  • Comply with all IFE policies and procedures including but not limited to those indicated in the Employee Handbook and the Health and Safety Handbook
  • Adhere to customer service standards as required by your line manager
  • Provide comprehensive administrative support to all areas of the organisation
  • Contribute to the day to day running of the services in your department
  • Liaise with internal colleagues, suppliers, external experts (including volunteers) and members as required to complete tasks
  • Assist with general enquiries by telephone and email
  • Manage phone calls and correspondence (e-mail, letters, packages etc.)
  • Create and update records and databases ensuring full and accurate information is recorded
  • Create/update/complete documents relevant to area of work, ensuring accuracy in documents and, where appropriate, ensuring that presentation (e.g. certificates, letters) is in line with IFE housestyle
  • Carry out regular housekeeping concerning emails and all files held electronically on the IFE’s shared drives
  • Manage meeting agendas/arrangements/appointments/travel etc.
  • Promote IFE in a positive manner and protect the IFE reputation
  • Engage with, and support colleagues, wherever needed
  • Meet performance targets as established with line manager

This is not an exhaustive list and all staff are expected to be flexible and carry out different tasks from time to time commensurate with ability and experience.

Further details including the full job description and person specification can be found here.

This is a part time, permanent role with an initial probationary period of 6 months.

Normal working hours are 8:30am-4:30pm (with an hour for lunch) with 33 days holiday (FTE) per annum (including bank holidays), increasing to 38 days after 5 complete years of service. The office does close for approximately a week at Christmas and some annual leave allocation (approx. 5 days) will be required to cover this period. All holidays are prorated based on your actual hours of work.

After successful completion of the probation period, successful candidates are entitled to be enrolled into the company’s life assurance and private medical schemes. IFE also operates a company pension scheme via NEST; employer pension contributions are 6%.

How to apply 

To apply, please send your CV and Covering Letter to rachel.baker@ife.org.uk.

Interviews will be held w/c 27th September 2021.

Equal Opportunities

The IFE is committed to equality of opportunity for all staff and applications from individuals are encouraged regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief and marriage and civil partnerships.

The IFE guarantee to interview anyone with a disability whose application meets the minimum criteria for the post. By ‘minimum criteria’ we mean that you must provide evidence in your application which demonstrates that you generally meet the level of qualifications, skills or experience defined in the job description and person specification.