Vacancy: Trainee Administrator

Govan Housing Association

Vacancy

Job Description

Role is part of the Finance & Corporate Services Department reporting to the Finance & Corporate Services Assistants.

Finance

To ensure the efficient administration of the Association’s Finance Department, the Trainee Finance & Corporate Services Administrator will support the Finance Assistants to:-

? Maintain and control cash books and its subsidiaries
? Maintain and control the purchase ledger and its subsidiaries
? Maintain and control the sales ledger for the Association and its subsidiaries

Specific Responsibilities

The Trainee Finance & Corporate Services Administrator will:-

? Monitor and distribute all incoming mail via the Finance Department email inboxes
? Process invoices into HomeMaster IT system
? Administer the petty cash float
? Bank all cash and cheques received

Corporate Services

To ensure the efficient administration of the Association’s Corporate Services Department, the Trainee Finance & Corporate Services Administrator will support the Corporate Services Assistant by:-

? Assisting with general administrative tasks across all aspects of the Corporate Services Department
? Assisting with ensuring that key office management responsibilities are maintained
? Assisting with process and maintenance of Health and Safety records


Specific Responsibilities

The Trainee Finance & Corporate Services Administrator will:-

? Monitor and distribute all incoming mail via the Corporate Services Department email inboxes
? Maintain the booking system for all meeting rooms including set up, meet and greet and catering requirements
? Ensure good housekeeping and compliance with health and safety requirements throughout the office
? Support the Corporate Services Department to organise events as required

Policies and Procedures

? To participate and contribute to reviewing, updating and implementing of policies and procedures as required.

? To work with staff from other parts of the organisation as required in contributing to the development of Policies and Procedures and their implementation.

? To follow policies and procedures in your work.

General

? Participate in staff meetings and training events.

? To take responsibility for identifying personal training or other work requirements and make them known to your line manager.

? To assist other members of the team to keep their workload up to date.

? To actively learn to update knowledge of good practice and relevant legislation.

? Keep up to date with key legislative and procedural matters which affect your work as Trainee Finance & Corporate Services Administrator.

Other

This profile only contains the main accountabilities relating to the job and does not describe in detail all duties required to carry them out. The post holder may be expected to:

- Undertake such other duties and responsibilities as are specified by your line manager and which are commensurate with the level of the role.

- Work outside normal office hours especially to attend meetings and respond to out-of hours emergencies, as required.

- Act at all times within the organisation’s rules, policies, procedures, standing orders and financial regulations.

- To positively promote the Association in all activities.

Key Responsibilities

Assist the Finance & Corporate Services Teams in the delivery of high performing, efficient and effective Finance & Corporate Services functions to the Govan Housing Association Group.

The purpose of the Trainee Finance & Corporate Services Administrator is to support the delivery of excellent services to the Finance Department, Management Committee, staff and customers. The post holder will maintain a high level of confidentiality and discretion with regards to all information complying with legal and regulatory duties in these areas.

Key Skills

Essential

Proficient in the use of all Microsoft Office packages e.g. Outlook, Excel, Word, etc.
Display a positive and motivational approach to work.
Evidence of ability to plan, monitor and manage workload.
Ability to work professionally and calmly in dealing with customer enquiries and seeking help and support when required.
Ability to provide customer focussed services.
Ability to demonstrate work as part of a team.
High level of integrity and trustworthiness.
Committed, flexible and adaptable approach to work requirements.
Committed to continuous improvement of best value and your own continuous personal development.
Commitment to equal opportunities and core values of The Govan Group

Desirable

Ability to establish cross functional, collaborative relationships with business partners and stakeholders.