Finance and Operations Coordinator
Line manager: Director of Finance and Operations (DFO)
Salary: £26 - £30k starting FTE salary depending on skills and experience
Hours: This post is available as either a full time post or four days/28 hours a week
Location: Hybrid working, with at least two days a week spent in our London office
Benefits: 25 days annual leave, generous pension, season ticket loans etc.
The overall purpose of the role of the Finance and Operations Co-ordinator is to support the DFO in the successful financial and operational management of Wikimedia UK. This is a broad-ranging support role encompassing financial management and reporting, IT, governance administration and office management, with a particular focus on finance.
Job description
Financial planning, management and reporting
- Maintain and implement financial accounting systems for cash management, accounts payable, accounts receivable and credit control
- Ensure the accurate input and maintenance of financial records on SAGE 50 in order to provide timely and relevant financial reports and information
- Maintain complete and accurate supporting information for all financial transactions
- Process invoices, receipts and other payments; ensuring review of authorisation of expenditure by budget holders and posting bank payments for authorisation
- Assist with the production of quarterly management accounts
- Assist with the production of statutory accounts, budgets, financial plans and other such financial information as deemed necessary to manage the charity
- Reconcile bank and investment accounts and key balance sheet control accounts
- Provide external auditors/independent examiners with such assistance and information they may reasonably require in the conduct of the annual audit
Governance, board and executive support:
- Schedule and manage the logistical arrangements for in person and online board and subcommittee meetings, ensuring accurate and timely minutes are taken and distributed/archived in accordance with agreed procedures.
- Provide administrative support to the Chief Executive as required, including scheduling meetings, supporting the recruitment and induction of new staff and trustees, and maintaining accurate records for staff leave and attendance.
- Maintain discretion and deal with sensitive and confidential information appropriately.
IT Systems and Support
- Act as an initial point of contact for staff and board IT issues
- Order and set up office computers, operating systems and software installation
- Direct or undertake workstation assessments as necessary
- Support the development and maintenance of the charity’s CRM system
Office administration
- Act as a key point of contact for our building manager and other service providers
- Support the DFO in managing office contracts, sourcing new ones when necessary and maintaining good relations with suppliers
- Support and encourage safe working in the office and remotely and, in particular, act as a fire warden and first aider (training will be provided for both)
- Maintain supplies for printing and copying in the office and stationery supplies
Compliance
- Produce Gift Aid claims for submission to HM Revenue & Customs
- Provide external auditors/independent examiners with such assistance and information they may reasonably require in the conduct of the annual audit
- Assist with compliance with statutory responsibilities regarding the filing of accounts, financial and company/charity information with regulators (currently the Charity Commission Scottish Charities Regulators and Companies House)
Other Duties
- Fulfil other financial duties as may be reasonably required, with due regard to experience and capability
- Support the DFO in the delivery of her broader operational duties
Person specification
Wikimedia UK is the national charity for the global Wikimedia movement. We are looking for a self-starter who can work both independently and with others in a small team. Organised and efficient, you will ideally have experience of using Sage 50 accounting software, and an understanding of basic bookkeeping principles. We would be able to offer the higher end of the salary range for someone with experience of producing management accounts; however we welcome applications from less experienced candidates for whom training can be provided. Above all, you will be a flexible, personable fast learner who is able to maintain discretion and deal with sensitive and confidential information. Experience in the charitable sector is not essential, but you must be enthusiastic about the work of Wikimedia UK.
Essential Skills and Abilities
- Above average IT literacy and problem solving, particularly MS Excel
- Attention to detail
- Multi-tasking and balancing of competing requests
- Practical organisational skills
- Willingness to learn administrative skills
Desirable Experience
- Fluency using Sage 50 accounting software
- Involvement in the production of management accounts
- Involvement in the production of year end accounts
- Handling straightforward audit queries
- Involvement in office administration
How to apply
Please email finance@wikimedia.org.uk with your CV and a supporting statement (of no more than two sides of A4) outlining how your skills and experience meet the requirements set out in the person specification. All applicants will be asked to complete a confidential diversity monitoring questionnaire. The deadline for applications is Wednesday 2nd March and interviews will be held online in March.