Finance & Clerical Administrator

Post Title: Finance & Clerical Administrator

Responsible to: Senior Finance Administrator

Hours: 20 hours per week

Based: Office based at Old Arley, CV7 8HN

The Rowan Organisation provides support services to people in receipt of a Direct Payment and or a Personal Health Budget, which help maximise their opportunity for independent living.

The role of the Finance & Clerical Administrator is to provide administrative support to all staff across the organisation in order to facilitate the streamlined delivery of this support.

In carrying out their duties the Finance & Clerical Administrator should be mindful of the need to maximise the opportunity for self determination and to work in a way which empowers people to take and maintain control of their own lives.

Finance & Clerical Administrator’s should also work in a way which recognises the individual's cultural needs and ensures adherence to the Organisation's Equal Opportunities Policy.

Organisational Responsibilities

The Finance & Clerical Administrator will:

• provide telephone liaison with customers and outreach staff, verifying and recording messages and information through our Customer Relationship Management system.

• operate within the Quality Assurance measures required by the organisation.

• ensure all meeting preparation, minute taking, and typing is completed effectively and in accordance with any agreed deadlines

• be responsible for the filing of relevant administration and electronic documents

• provide excellent customer service and positively promote the organisational aims at all times.

• ensure that information for individuals is presented in an accessible format that is specific to individual requirements.

• maintain the administrative requirements of this post, both in paper & electronic format, including the use of the Organisation’s IT systems.

• ensure accurate preparation and processing of letters and reports.

• support the promotion of our Personal Assistant (PA) Register across both England and Wales.

• liaise with external companies and internal staff in respect of orders, quotes and bookings.

• collate, receive and distribute post, and record, as required.

• monitor and collate information relating to new referrals and to liaise with relevant parties accordingly

• set up new payroll accounts using a Sage payroll system, according to information received on the referral paperwork

• register accounts with HMRC and monitor incoming paperwork in relation to this

• update Government Gateway in relation to the new accounts

• register new customer pension accounts on NEST pensions and update Customer Records system accordingly

• support the Managed Accounts team with the referral process including setting up new accounts, sending letters out for Personal Contributions and monitoring receipt of same, prior to allocation.

• monitor the Managed Accounts email folder and respond to and allocate these emails appropriately

• monitor and order stationery on a monthly basis

• ensure recruitment documents are uploaded to the CRM system, Website, Universal Job Match and any other place required.

• support customers with queries in relation to their recruitment.

• record sickness on our BrightHR system and produce reports to support the Senior Management Team.

• attend staff meetings, relevant training courses and personal supervision

• keep an inventory of all equipment, arrange for necessary maintenance and report to appropriate person the need for replacement.

• work in a collaborative manner with other staff members within The Rowan Organisation.

• any other duty which may from time to time be allocated, providing this falls within the role of Finance & Clerical Administrator