Main Purpose of the Role:

To provide high quality administrative, financial administrative and clerical support to the Finance Manager and the Chilypep Management Team and wider project teams.

To assist with ongoing projects within the organisation, collating and monitoring information and liaising with appropriate members of staff

This is a key role, providing financial administration and administrative support to the organisation across our two sites, and to project staff. We need someone with the skills, expertise, knowledge and confidence to carry out administration in a fast-moving environment.

Working Relationships:

Internal:
The post-holder will maintain regular contact with the CEO, project coordinators, project workers, Finance and HR Manager, and administrators.
The post-holder will undertake regular supervision with the Core Team Manager.

External:
Communication with a wide range of stakeholders including young people, parents, partner organisations, suppliers, renters, donors, and the general public

Key Tasks:

General Administrative – General
Provide administrative support to assigned activities within the organisation; to include:
• To ensure all work is completed accurately in an effective and efficient manner, whilst adhering to standards and timescales
• Ensure information is used in accordance with General Data Protection Rules and any other legislative guidelines.
• To assist with ongoing projects within the organisation, collating and monitoring information and liaising with appropriate members of staff

Administration Support – Support the management and delivery team:
• Undertake general filing, photocopying, scanning paperwork and saving in designated folders
• Data entry using internal systems, including our CRM Lamplight and Excel spreadsheets
• Respond to and send out opportunities and information to appropriate persons
• To be one of the people responsible for reading and responding to emails sent to info@chilypep.org.uk
• To keep a record/database of requests for information and support
• Support CEO with finance administration, filing and submitting expenses.

Working alongside the Finance Manager to:
• Answer the phone, redirect calls to project staff, take and relay messages and deal with enquiries
• Provide financial admin support to the Finance Manager, this will include:
o Equals business cards - managing balances, keeping balances topped up.
o Downloading monthly equals statements and sending to individual staff members to categorise.
o Add monthly equals expenses to QuickBooks and reconcile
o Completing receipt audits for all staff members
o Inputting staff personal expenses (mileage etc) onto QuickBooks
o Sending monthly taxi statements to staff to categorise and add to QuickBooks.
o Completing project budget trackers for all projects and share with staff
o Petty cash - arrange monthly collections of cash with Finance Manager
o Monthly petty cash count of Sheffield petty cash and support for Barnsley petty cash
o Sheffield projects petty cash reconciliation
o Supporting Sheffield-based food project with their petty cash and adding to QuickBooks and reconcile
o Supporting Finance Manager to manage invoices, chasing payments
o Supporting Finance Manager filing evidence for audits
o Other ad hoc financial admin support requested by the Finance Manager.

General Duties:
• Undertake such other tasks as may be reasonably requested in consultation with the post-holder
• Carry out the responsibilities of the post with full regard to Chilypep’s equal opportunities, health and safety, and safeguarding policies and procedures