Finance and Administration Assistant

  • Location           Sheffield
  • Term                 Permanent (Subject to completion of satisfactory probationary period) 
  • Salary               £19786 (pay award pending)
  • Holidays           38 days (including bank holidays)
  • Other                6% non-contributory pension, death in service insurance, free parking
  • Hours                Full time (35 hours per week)
  • Reporting to    Finance Manager 

Purpose of the Role

Nomad’s Finance and Administration Assistant will play a key role in the operation of the charity and its projects.  As well as undertaking general administration tasks, the post holder will have specific responsibility for day to day financial matters for Nomad Opening Doors and the financial administration and credit control relating to Four Trees Lettings Agency, the trading subsidiary of Nomad Opening Doors.

Key Responsibilities and Duties:

Finance Administration: 

  • Oversee the financial administration related to Nomad’s managed properties using QuickBooks to process all client invoices and code items to agreed budgets
  • Ensure client accounts are kept up to date
  • Create new client accounts and invoices when someone moves into a property and monitor housing benefit portal to ensure claim is in process
  • Close client accounts when client moves out of a property and ensure housing benefit officers are informed to terminate housing benefit accordingly
  • Monitor finance inbox responding to any queries
  • Check and process all supplier invoices, for both Nomad and Four Trees Lettings Agency on QuickBooks in line with company processes and code items to agreed budgets
  • Process invoices relating to petty cash and staff expenses
  • Process invoices relating to debit cards
  • Compile payments data ready for authorisation by management
  • Ensure all invoices are stored electronically on QuickBooks and within Office 365
  • Ensure that banking records for Nomad and Four Trees Lettings Agency are kept up to date daily
  • Chase payments and negotiate payment plans to ensure monies are received in a timely manner, escalating where necessary
  • Support the Finance Manager in the preparation of Management Accounts
  • Keep Housing Officers informed of late/non-payment of invoices
  • Issue tenant warning letters in line with Nomad’s procedures

General Administration: 

  • Prepare Landlord Packs
  • Prepare assessment packs
  • Complete any associated paperwork
  • Set up landlord files electronically
  • Ensure we have the best rates with our suppliers through ongoing analysis and cost cutting g.  mobile phones and energy suppliers
  • Minute Nomad Full Team Meetings and other related meetings
  • Undertake general admin. tasks e.g. dealing with items of correspondence, telephone messages and enquiries
  • Prepare and maintain timesheets using Excel.
  • Maintain a stock of standard office supplies available to staff
  • Monitor answerphone and distribute messages
  • Complete a weekly Property Report
  • Process referrals including maintaining referral spreadsheets
  • Upload assessments onto Inform (CRM system) and manage paper records of assessments
  • Liaise with Housing Officers to support workshops as required
  • Support the team in preparing for events and meetings including arranging refreshments and booking meeting rooms/venues
  • Monitor and update Citrus (HR platform) and SharePoint (cloud document storage) as required
  • Undertake quarterly stock takes
  • Maintain confidentiality and ensure that all systems comply with GDPR obligations
  • Work in line with Nomad’s policies and procedures
  • Undertake any other duties relevant and appropriate to the post

This job description is not a definitive list of tasks, rather it is
designed to give an overview of the job. 
It is envisaged that the post-holder will use their own initiative and
develop the job so that the Charity aims are achieved.  It should be noted that the Charity is a
small organisation and it may be necessary to go beyond the areas outlined
above to support or provide cover for others. 

Person Specification

Finance and Administration Assistant requires an orderly and
business-like approach to their duties, using initiative and being pro-active.

Essential Skills

  • Experience of QuickBooks or similar online bookkeeping system
  • Numerate and willing to use QuickBooks online software
  • Excellent attention to detail
  • Good administration and IT skills including the use of Microsoft Office 365 and related applications
  • Excellent working knowledge of Microsoft Excel
  • Excellent organisational skills – able to manage time effectively and prioritise workload
  • Direct hands-on experience of credit control, office administration and finance tasks
  • Comfortable working as part of a team and on own initiative
  • Proactive in approach to work
  • Excellent communication and interpersonal skills, both verbal and written English
  • A “can do” attitude and willingness to learn
  • Able to provide a highly professional approach at all times
Desirable Skills
  • Experience of working for a Charity or Social Lettings Agency
  • Bookkeeping qualification such as AAT level 1

To apply, send completed application to Steve Rundell at s.rundell@nomadsheffield.co.uk

 

Deadline for applications 14th March @ 9:00am

Interviews – 21st/22nd March

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