Administrator

Dear Candidate,

Thank you for your interest in the role of Administrator as Sciennes After School Club (SASCS) SCIO. We are looking to appoint an outstanding individual whose mission will be to support the ongoing work and growth of the charity where you will take full responsibility for all aspects of the charity’s administrative and financial activities.

ABOUT US

SASCS is a charitable, not for profit organisation, which provides breakfast, after school and holiday services to children and their families.

Our services play a key role in the school community. Sciennes Primary School is a lively, friendly and diverse school. The school is one of the largest primary schools in Edinburgh and is recognised as a UNESCO Rights Respecting School.

JOB DESCRIPTION

In this role you will be responsible for maintaining the current financial position of the charity, as well as maintaining and developing our administrative processes to strengthen the organisation. You will work closely with the SASCS Coordinator to ensure the smooth running of the charity. It is an exciting time to join the organisation as we have a real focus on process improvement and investing in the right software to support us to do this.

Finance processes

· Monitor the charity’s finances, keeping senior staff and trustees appropriately informed of our financial situation and supporting our strategy with sound financial planning.

· Lead on the annual audit with our external auditors and produce the trustees’ report and annual accounts to be approved by the Board of Trustees.

· Issue invoices to families using SASCS services and follow up on any outstanding debts/credits, providing monthly reports to senior staff and Trustees.

· Ensure accurate and timely delivery of payments, as well as manage the charity’s online banking and SAGE accounting.

· Manage the relationship with our external payroll provider, ensuring accurate and timely salary payments for our staff.

· Work with our external accountant to reconcile bank statements and receipts.

· Ensure all financial policies and procedures meet current legislation and audit requirements.

· Manage and support our external accountant to file appropriate information with regulatory bodies, such as VAT returns, annual returns, and gift aid claims.

Administrative processes

· Lead on attendance scheduling for the term-time breakfast club, after school club and also holiday club provision.

· Maintain the waiting list for SASCS services and keep parents informed of when places may be available.

· Own the relationship with the company that provides our online registration and invoicing tool.

· Support the SASCS coordinator to move administration processes from paper based documents to be online, more accessible, and store in line with GDPR.

· Maintain records of staff registrations with relevant organisations such as Scottish Social Services Council (SSSC) and any required checks such as PVG are up date for all staff members.

· Maintain the SASCS website, including updating packs for new joiners

· Working with the Coordinator to monitor and update our charity policies.

· Help coordinate the monthly newsletter to our families with children attending SASCS

· Renewals of recurring expenses such as insurance, Care Inspectorate, SSSC, LAYC, SOSCN, EVOC, etc.

ABOUT YOU

Your key strengths

· You will be extremely driven and passionate to deliver the charity’s objectives.

· You will be meticulous and conscientious in completing tasks, with a strong eye for detail.

· You will be self-motivated and confident in working independently to meet deadlines and targets.

· You will be extremely confident working with financial data.

· You will be exceptionally organised and happy managing multiple tasks.

· You will be comfortable having direct conversations with stakeholders about finance.

Essential experience and attributes

· A relevant financial qualification or equivalent financial experience.

· Experience with Microsoft programs, in particular Word, Excel, Teams and OneDrive.

· Aptitude in decision making and problem-solving, with a solutions focused approach.

· Confident to oversee process improvement, including patience and awareness of the challenges of growing a small organisation through to the next stage of its development.

· Ability to clearly communicate financial information to non-finance colleagues.

Desirable experience and attributes

· Experience with Sage accounting software

· Experience working in a childcare setting such as Early Years, School or After School Club or alternatively experience working in the charity/voluntary sector

· Experience of online registration and payment software.

· Experience of maintaining and updating websites.

Desirable experience and attributes

TERMS OF APPOINTMENT

· Salary between £16k and £18k depending on experience.

· 17 days annual leave per year (this is pro-rated for part time). Public holiday entitlement is included in this allowance so you have a choice about when you take them.

· Part time – 24 hours a week, with an opportunity for additional hours as required.

· Reasonably flexible working arrangement regarding hours and location and we are particularly open to applications from parents or caregivers who may be looking to balance their working hours with childcare commitments.

· The role would be hybrid working with some time spent with the wider SASCS team at our office, based within Sciennes Primary School, but also the opportunity to work from home too.

HOW TO APPLY

Please send a current CV (no more than three sides) and a covering letter (no more than two sides of A4). Please send as separate documents - attached to an email to: sascs@sascs.org.uk