Current Job Vacancies with Transport 17
Transport 17
Administrative and Finance Assistant
Job Description (and Person Specification)
Job Title:
Administrative and Finance Assistant
Reporting to:
Operations Manager
Responsible for:
Providing comprehensive clerical and financial administrative support to ensure the smooth operation of the organisation/Transport 17 office.
Primary Focus of Role:
To work directly with the Operations Manager and Volunteer Co-ordinator to provide support in all operational aspects of the organisation’s activities.
Hours of work:
16 – 20 hrs per week
Place of Work:
Located in the Transport 17 office although there may be the option to work from home on occasion, in agreement with the Operations Manager.
Overview of role
The person in this role will be responsible for all the administrative aspects of Transport 17’s work, including (but not exclusively):
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Front of office; for example, to include responding to queries from walk ins, on the phone, and via the website. Liaising with service users and external agencies regarding the smooth operation and provision of Transport 17’s services.
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Correspondence; for example, written and electronic correspondence pertaining to all operational aspects of the organisation’s activities.
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Record keeping; for example, managing and maintaining electronic and paper records pertaining to bus maintenance, including statutory inspections, servicing and additional requirements, the day-to-day provision of Transport 17’s services (such as bus logs, passenger lists, contact details), incidents and accidents, Transport 17’s historical data and records (such as shareholder information, local publications, photos), and maintain appropriate filing systems. Assisting in preparing regularly scheduled reports.
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Data Recording and Analysis; for example, routinely inputting and summarising statistical information relating to the day-to-day service provision (such as bus journeys completed/cancelled, passenger numbers), preparation and submission of statistical returns to outside agencies and the Operations Manager.
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Financial systems and records; for example, managing and maintaining routine financial tasks such as processing expenses, invoices, and receipts, Gift Aid, overseeing all bank accounts, and reconciling these to the Quickbooks accounting system, preparing the annual budget in consultation with the Operations Manager and Treasurer, regularly monitoring actual to budgeted expenditure, including quarterly reporting to the Treasurer/Operations Manager.
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Bus and office equipment, maintenance, and supplies; for example, organising the maintenance of the buses and office equipment in line with statutory requirements, e.g. inspections and servicing, as well as managing the day-to-day maintenance and purchase of office and bus equipment, and supplies.
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Social Media and Website; to assist in monitoring and maintaining Transport 17’s social media accounts and website.
Person Specification
This role requires:
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Strong organisational skills
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Excellent communication skills – written and verbal
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Proficiency in office software such as MS Excel, Word and Accounting Software (e.g. Quickbooks)
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Attention to detail
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Ability to work on own initiative as well as within a small team
Additional Information
In addition to the specific duties set out in the job description, you may be required to undertake additional or other reasonable duties and responsibilities as necessary to meet the needs of the organisation.
Working for a small organisation means there is an expectation that you will provide cover, where appropriate, for colleagues in their absence, as well as occasionally reviewing weekend phone messages.
Holding a clean, UK driving licence and having access to a vehicle will be useful for the postholder.
In agreement with the Operations Manager, it may also be possible to utilise any specific skillsets you hold, to contribute to the development and efficient running of the organisation.
An enhanced DBS check will be required for this role.