Job Title: Office & Finance Manager

This person would have administrative responsibilities, would receive some supervision and have no supervisory responsibilities. S/he will administer budgets and services and keep financial records.

Reports to - Chief Executive

Responsible for - Office volunteers

Purpose of the job

• To ensure that the CVS has effective administrative systems to support the work it provides to local organisations.
  
• Has a welcoming and well-run office space.
  
• Offers relevant and practical office based services.
  
• Take responsibility for the maintenance of the mobile unit.

Main responsibilities

1. Office Administration

• To provide secretarial support to the Chief Executive.
  
• To ensure adequately staffed office during official opening hours.
  
• To ensure a welcoming and staffed reception area at all times.
  
• To deal effectively with office enquiries including the keeping of necessary records.
  
• To coordinate annual leave and Time Off in Lieu (TOIL) arrangements.
  
• To coordinate the maintenance and repair of all office equipment.
  
• To coordinate the maintenance and repair of the mobile unit.
  
• To ensure adequate supplies of stationery postage and other necessary items.
  
• To develop and maintain effective systems for monitoring and controlling these resources.
  
• To ensure adequate central record keeping and filing systems as required for the work of the CVS and staff.
  
• To assist voluntary groups who come to use the office base resources (photocopiers, funderfinder etc).

2. Volunteer management

To recruit interview and support office volunteers in consultation with the Chief Officer.

3. Support for CVS services

• To provide appropriate services for CVS members and others as appropriate.
  
• To support the Chief officer and management committee in the organisation of the AGM.
  
• To ensure that the organisational database and directory are regularly updated and comply with the Data Protection Act.
  
• To assist the information Officer and handle telephone enquiries for information and to maintain the library resource area in good order in the absence of the Information Officer.
  
• To assist in the design and organisation of training courses relevant to the voluntary and community sector.

4. Finance and Book keeping

• To be responsible for the accounting of petty cash through issuing of receipts and cheques.
  
• To maintain financial records including book- keeping and overseeing payroll arrangements and running an appropriate petty cash system.
  
• To offer advice to other groups on bookkeeping and related financial management systems.
  
• To assist the Chief Officer with the preparation and monitoring of budgeting and cash flow projection.

General

To undertake other reasonable tasks appropriate to the job as may be required from time to time.

Decision making
The Office Manager is responsible for:

• Decisions relating to office systems and procedures.
  
• Decisions relating to administration volunteer recruitment and support.

Special circumstances - This post is self-servicing in terms of administration.

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