JOB VACANCY: Flo’s – The Place in the Park – Business Administrator (p/t)

Role summary: We are seeking a highly motivated and experienced business administrator to help us grow this thriving community enterprise hub  in East Oxford. You will have highly developed administrative skills, including financial management, and you will be a confident user of book-keeping and common IT packages.  You will have excellent interpersonal and communication skills and enjoy working with a diverse community of trustees, staff, volunteers and visitors to the centre.    You will enjoy setting up new systems to ensure the most efficient running of our businesses and services. You will be highly competent and share our enthusiasm and sense of purpose in setting up this project.

If you think you fit this description we hope you will apply to join us in this creative and celebratory new venture!

Flo’s – The Place in the Park is a new community enterprise hub which has been open since September 2018 in East Oxford. See www.flosoxford.org.uk. We are developing a community owned and managed welcoming and inclusive place for families and people of all generations to meet, eat, work, play and learn.

This is a place where people can come relax and enjoy the beautiful natural surroundings of the park. It is developing creative new enterprises, offering opportunities for networking, room hire, ideas-exchange and learning. It connects children and adults of all ages with each other and with nature through healthy food, and through outdoor play and learning. It is a place where we
look after our environment as well as each other.

Job location (usual place of work): Flo’s- The Place in the Park, Rymers Lane OX4 3JZ

Pay rate: 21,000

Pay is pro rata?: Yes

Job title: Business Administrator

Applications close on date: 21st March 2019

Hours are: Part time

Contract is: Permanent

Job description: Job Title: Business Administrator

Place of Work: Flo’s- The Place in the Park

Salary: £21,000 full time equivalent
Hours: 20 hours per week (0.5) worked over 4 or 5 days per week

No of weeks per Year: Year round

Job Type: Permanent

Responsible to: The Coordinating team – through the Centre Manager

Responsible for: Interns and volunteers as appropriate

Budget responsibilities: none

Leave: 28 days leave including bank holiday pro-rata according to days worked.

Job Purpose: The Administrator will support the work of the 3 coordinators to develop, establish and maintain administrative and financial systems and keep these systems up to date
KEY TASKS

General Finance/booking :

Process purchase orders, invoices
Reconcile all credits and debits and refresh bank feeds in Xero (book-keeping system)
Store bank statements hard copy in Banking file
Make payments and obtain second authorisation
Monitor spending against grants
Send out invoices as they become live
Banking of cash
Liaise with our accountants about Payments, pension and tax
Update our accountants with monthly anomalies for Salaries
Facilities
Purchase cleaning materials and supplies such as stationary and maintain and monitor purchasing systems at the centre
Take monthly readings for Electric on request
Check H&S records and checks are kept up to date
Water the plants

Bookings:

Maintain the room booking systems and complete weekly week at a glance skedda (our scheduling software) and calendar
Administration of courses, queries, eventbrite listing etc
Community Engagement: Front of House
Support Enterprise and Engagement Manager with organising events
Update website under direction of Coordinators
Have an overview of activities happening at the centre during the week

Nursery Administration:

Respond to enquiries and file applications from new/prospective parents
Support Nursery admissions processes and waiting list
Deal with registration fee, deposit, copy of birth certificate
Create Monthly Invoices including stripe fees where needed
Reconcile payments to Famly (our nursery software) from Bank Statements
Break down into age, meals, sessions and Stripe payments
Support the nursery manager with County Council statutory returns: Headcount, Census and Adjustment tasks
Transfer deposits to reserve Account and back when returned if child leaves
Manage nursery voucher systems

Administrator 05 Equal Opportunities Monitoring Form Sep 2018

Administrator Job Description

administrator Application Form

Administrator Confidential Self Declaration Sep2018

To apply, please contact: Closing date for applications: Mid -day on 21st of March 2019, Interviews: Tuesday 26th March 2019
For full job description and to apply please download the application pack (attached) from https://www.flosoxford.org.uk/work-with-us/
or email admin@flosoxford.org.uk