Job Description

Job Title:

Finance and Admin Officer

Salary: E2

- 13.76 per hour starting salary

Hours:

30

Accountable to

: Childcare Manager

Role

The role of Finance and Admin officer overall is to support the Childcare Manager in all aspects of finance and admin of the setting. The post holder will work closely with the Childcare Manager, Operational Manager and Senior Room Leader to carry out duties which support the organisation's financial and administrative activity and business growth.

The post holder will be a driven and motivated individual with a strong community development ethos, in order to create quality childcare provision and contribute to the future of the organisation.

Responsibilities

The duties outlined in this job description serve as a guide to the current and major responsibilities of the post.

This job description is subject to review in the light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the post holder works.

1. To oversee the Finance and Admin of Drumahoe Childcare LTD

2. To maintain financial sustainability alongside the Childcare Manager

3. To effectively carry out monthly payroll

4. To Maintain accurate records and systems and ensure good organisation of systems.

5. To effectively Complete statutory and regulatory compliance requirements and reports in a timely manner.

6. To ensure there is equality of opportunity and anti-discriminatory practice in each area of the Centre's work.

September 2022

Specific Duties

1. Financial Management

1.1 To prepare and monitor monthly/annual budgets, and to actively monitor all income and expenditure. Present update reports at Board meetings.

1.1 Record income and expenditure in line with the organisation's systems.

1.2 Oversee facilitation of electronic payments by members of the public.

1.3 Oversee the preparation and issuing of any invoices and follow up to ensure prompt payment.

1.4 Complete statutory and regulatory compliance requirements and reports for the organisation for funders and other stakeholders to help ensure their timely and accurate submission, including but not limited to: PAYE, Annual accounts and

Pensions.

1.5 Ensure payments are debited from the correct and relevant accounts.

1.7 Maintain effective financial management and administrative services in order to provide an efficient support service to all budget holders.

1.8 Work with colleagues to prepare forecast / project running costs and budgets.

1.11 Manage cash flow of the organisation.

1.12 Ensure the lodgement of monies and that all receipts are retained for records.

1.13 Develop and implement financial controls, systems, policies and procedures to meet changing legislative requirements and / or best practice.

1.14 Undertake monthly bank reconciliation.

1.15 Manage the bank accounts of the organisation including project accounts.

1.16 Act as administrator of the organisation's online banking.

1.17 Maintain a register of conflicts of interest / register of interests.

1.18 Liaise with auditors and other external stakeholders as appropriate in relation to auditing the financials of the organisation.

1.19 Implement corrective actions to resolve any issues arising from internal or external auditors.

1.20 Undertake internal financial auditing to ensure adherence to all financial procedures.

1.21 Prepare accounts/ reports for the Board including commentary to highlight any risks or cause for concern / anomalies.

1.22 Maintain an assets register.

September 2022

2 . Payroll

2.1 Accurately process the monthly payroll in a timely manner and according to instructions from the business including accounting for any absence information.

2.2 Ensuring the timely issuing of payslips.

2.3 Ensure HMRC payments are made on time.

3. Reporting & Record Keeping

3.1 Prepare financial and other relevant reports and feedback for the Childcare

Manager.

3.2 Ensure accurate and timely records (paper based and electronic) are maintained for all financial transactions as well as VISA receipts, bank lodgements and other expenses.

3.3 Attend staff meetings.

3.4 Meet the general financial administrative needs of the function and accounting procedures adhered to in accordance with policies and procedure.

3.5 To ensure the appropriate, effective record systems are set up and maintained in respect of each child's needs, interests, and individual plans.

3.6 To assist in the production of an Annual Report and Business Plan and present the same to the Board of Directors for approval.

4. Health & Safety

4.1 Adhere to the health and safety procedures of the organisation and statutory requirements and help ensure others do the same. Quality & Standards

4.2 Ensure quality and other professional standards are maintained at all times in line with legislation and to reflect the standing of the organisation.

4.3 Operate within integrity and the ethics of the organisation at all times.

4.4 Ensure you personally use the resources of the organisation in an effective and efficient manner at all times.

September 2022

5. Professional Development

5.1 Ensure your own personal development is maintained and up to date and continually develop your skills.

5.2 Attend conferences, meetings, and events.

6. Procurement and Contracts

6.1 Negotiate contracts and prices in relation to all facilities management / suppliers.

6.2 Support and coordinate all approved procurement processes to ensure best value in line with organisational needs.

6.3 Oversee the approval and payment of supplier payments in line with terms and to meet the cash flow needs of the organisation whilst ensuring financial probity and separation of duties including countersigning procedures.

7. Other Duties

7.1 To work in partnership with funders, statutory agencies, and external agencies.

7.2 Liaise & facilitate other individuals or organisations using the Centre facilities.

7.3 To attend relevant meetings and training as agreed by the Childcare Manager.

7.4 To provide support to the Childcare Manager, Operational Manager and (Eimear)

7.7 To complete training or undertake any other duties as may be determined by the

Chlidcare Manager, for the effective running of the Centre.

The post holder will be expected to adhere strictly to the principles of

confidentiality and to all Centre policies.

This job description is an outline of the post as it is currently perceived by the

Drumahoe Childcare LTD - YMCA Child Care management committee and may be subject to review because of the changing and developing service.

September 2022

Person Specification

The personnel specification shows essential skills, abilities, knowledge and/or qualifications required to be able to carry out the duties of this post. When completing your application, please address each criterion listed in the specification, drawing upon all of your experience, whether at work or on a voluntary basis

ESSENTIAL

Accounting related qualifications, for example accounting technician, book-keeper, management accounting.

Strong numeracy, financial and data analysis skills.

Experience of book-keeping and preparing company financial statements.

Strong IT skills, for example Google Docs, Sheets, Microsoft Word, PowerPoint, Excel and databases.

Experience of computerised financial systems and payroll.

Ability to work independently and as a part of a team.

Effective communication skills, both verbal and written.

Excellent planning, time management and organisation skills and attention to detail.

A positive attitude, calmness under pressure and ability to respond calmly to criticism.

Diplomacy and problem solving skills.

DESIRABLE

Experience of managing individuals, teams and volunteers

Graduate level qualification

Experience of funding and submitting funding applications

Driving Licence and use of own vehicle for business purposes

September 2022

Job Types: Full-time, Permanent

Pay: From 13.76 per hour

Expected hours: 30 per week

Benefits:

Casual dress Childcare Discounted or free food Employee discount Flexitime On-site parking Transport links
Ability to commute/relocate:

Derry, BT47 3SF: reliably commute or plan to relocate before starting work (required)
Experience:

Administration: 1 year (required)
Work Location: In person

Application deadline: 23/08/2025
Expected start date: 01/09/2025