Job Description

Overview:

This role coordinates and delivers the financial and general administration of The Oaks CIC settings, undertaking a range of financial and office duties including invoicing, supported by the Finance Director. In addition, supported by the Office Coordinator and Directors, the Finance Coordinator uses our Connect childcare management system and other office systems to guide essential office duties. This person provides effective support in decision-making and overall management of financial activities, alongside the development and improvement of systems and processes. The Finance Coordinator is a central role for the management of The Oaks CIC and works very closely with the Directors, Office Coordinator, club staff, parents, suppliers, schools and community partners.

The Finance Coordinator is responsible for:

Finance:

Invoice processing and debtor management

Payment reconciliation

Resolution of parent/staff queries

Liaising with external suppliers - accountants, Connect software, IT support, rentals

Administration of childcare funding and fundraising - vouchers, Early Years funding and our Oaks Community Fund

Support preparing management information - reporting, forecasting and year end accounts

Communication / General Office

Supporting the Office Coordinator to respond to office email inbox where possible and responding directly where required

Respond to simple staff, clubs and financial queries, seeking guidance/escalation of bigger queries to Directors

Direct essential communications, e.g. announcements relating to invoices, closures

Maintaining records related to the office and other Oaks' settings, particularly contractual paperwork, also insurance, guarantees, utilities, safety testing etc

Attending staff meetings to enable effective communication, sharing of best practice and to support introduction of new procedures, activities, ways of working.

Sensitivity to confidential matters

Understanding the safeguarding requirements of The Oaks and the importance of office support for accurate information and escalation of concerns

Be aware of the Oaks way of operating and the Oaks policies and procedures

Maintaining an orderly work environment for office-based staff

Club/Preschool

In the absence of the Office Coordinator, provide general administrative support between club/preschool and office, e.g. delivering and collecting paperwork

Respond to or escalate local queries

Process/Systems Improvement

Support on the programme of activities agreed with the Directors providing support for streamlining our processes and systems and implementing resolution

Active support in the introduction of new settings, technology, reports and practices to support the overall direction of the Oaks

Safeguarding

Understanding the safeguarding requirements of The Oaks and the importance of office support for accurate information and escalation of concerns

Person Specification

Experience of invoicing with proven general management skills and ability

Exceptional administration, coordination, planning and time management skills

Competence and confidence with IT systems (with technical support)

Ability to set own direction and use initiative

Confidence in communicating own ideas

The ability to problem-solve, present solutions and implement improvements

Accurate record keeping in accordance with good practice and statutory requirements.

Fully confident with office IT systems (such as email, Word, Excel, Power Point). Training will be provided for Connect system.

Warmth, confidentiality and sensitivity

An interest and desire to work for a community organisation serving families and the wider community, and an understanding of the values and behaviours that underpin the ethos of The Oaks CIC

Contract/Place of Work

Permanent appointment following receipt of references and enhanced DBS checks, and a successful probation period.

Based at The Oaks Office, Butlers Land Farm, Mortimer, Berkshire with occasional travel to clubs (Mortimer, Burghfield, Tadley and Aldermaston).

Time/Salary

:

20 hours Monday to Fridays throughout the year. Some flexibility around hours/days after induction period and as agreed with the team. 5.6weeks holiday (pro rata). Competitive salary based on experience.

Job Type: Part-time

Pay: 14.00-16.00 per hour

Expected hours: 20 per week

Benefits:

Childcare Company pension Free parking Referral programme
Work Location: In person