FINANCE OFFICER and ADMINISTRATIVE COORDINATOR

JOB TITLE: FINANCE OFFICER and ADMINISTRATIVE COORDINATOR

This is an exciting opportunity to play a key role in the development and delivery of services at Streatham Common Rookery Gardens, working with a committed and fun team of staff and volunteer directors.

Organisation: Streatham Common Co-operative (SCCoop)

Employment Type: Permanent Employment after 6 month probation.

Hours: Part Time, 15-20 hours per week, flexible working with hours spread over 4 or 5 days.

Location: Streatham Common & The Rookery, Streatham Common South, London, SW16 3BZ; as well as a degree of homeworking estimated to be c.1 day per week.

Salary: £28,000 p/a (pro rata to £11,424 for 15 hours p/w or £15,232 for 20 hours p/w),

Annual Leave: 25 days paid holiday in addition to public holidays (pro rata).

Pension: contributions matched up to 4%

Responsible to: Rookery Gardens Manager, Streatham Common Co-operative

ABOUT SCCOOP:

Streatham Common Co-operative (SCCoop) is a Pioneer under the London Borough of Lambeth’s Co-operative Parks Programme, which manages the Rookery, the nearby Paddling Pool, and undertakes conservation projects on Streatham Common, including the woodlands. SCCoop’s longer-term ambition is to work towards taking on more management and maintenance responsibility for other parts of Streatham Common, as well as supporting communities around other green spaces in Lambeth to do the same.

SCCoop, is a local co-operative (not-for-profit social enterprise) and works across traditional service boundaries to provide environmental, heritage, horticultural, leisure and community cohesion services. It brings additional income and resources into Lambeth, builds a sense of Place through community engagement and partnerships with residents and people working close to the Common, and provides volunteering opportunities, health & wellbeing and local employment and skills development. SCCoop aims to be an inclusive organisation that delivers other social value benefits including reducing social isolation and increasing engagement with disadvantaged and/or marginalised groups.

Streatham Common is a large open space at the southern tip of Lambeth. It offers amazing views and has areas of woodland, grassland, wild flower meadows and a picnic area. It also contains The Rookery, a bijou and enchanting set of formal gardens, which is also used to provide a range of community events. The entire Common and the Rookery gardens lie within the Streatham Common Conservation Area and Metropolitan Open Land. The Rookery is registered as a Grade II Garden of Historic Importance.

The profile and popularity of this Grade II listed garden has been so high at times that, in 1921, the Princess Royal chose a painting of the Rookery for her official Christmas card and a 1920s London Tramways poster featured the Rookery’s famous cedar tree and wishing well. The Rookery’s wishing well is on the site of the original Streatham Spa which was popular with visitors from London during the 1700’s. The old kitchen garden of the Rookery house, which lies adjacent to the Rookery public garden, is believed to have been used for food growing for more than 200 years, a tradition now being continued today with its use as a community garden. The White Garden was described in London Parks and Open Spaces published by London County Council in 1924 as a unique feature in London parks.

ROLE SUMMARY:

To ensure that SCCOOP has sound financial control, operates under efficient and effective financial systems & processes, and that its administration and co-ordination effectively supports all of its events, activities, users and stakeholder needs.

To provide effective support for SCCoop’s Rookery Gardens Manager to ensure the smooth running of the organisation. This includes financial administration, routine operational administration tasks, and communications and fundraising activities. This will bring the postholder into regular contact with all SCCoop staff, Directors, volunteers, community organisations, suppliers, customers, members and daily users of the Rookery.

The role is permanent and part-time, with a 6-month probationary period.

SCCoop is a vibrant community facility, and situations may arise that require the post holder to perform other duties or tasks as may be reasonably requested by the co-operative, including attending and supporting events at weekends, and occasionally attending meetings outside of normal office hours.

KEY TASKS include:


Finance processes

Input sales and purchase data into the financial system (XERO software)

Prepare and issue sales invoices and receipts.

Chase late payments from clients/funders

Ensure payments are made to suppliers and staff expenses are reimbursed

Maintain petty cash records, debit card payments, and filing of associated receipts

Support the accountant to provide a payroll service by supplying monthly information and changes

Support the voluntary Treasurer to prepare regular management and year-end accounts by ensuring all financial data is up to date and accurately recorded


Organisational administration, HR & Governance

Perform some elements of the Company secretarial role, ensuring with the Treasurer and Accountant, that obligations are fulfilled for submission of documents and records to regulatory bodies including Companies House, Cooperatives UK, HMRC and LB Lambeth

Schedule, organise and take minutes of the AGM and board meetings (attend up to 8 evening meetings a year)

Assist the Rookery Gardens Manager in supporting the Board to have effective governance and oversight of financial performance. operational outputs/impacts and in relation to income and fundraising targets.

Be responsible, with the Park Manager, for maintaining effective HR records for staff and volunteers; including co-ordinating and assisting with recruitment, scheduling interviews, processing correspondence, issuing contracts of employment, requesting references and undertaking employment checks

Be responsible for all office administration, including IT, maintaining records and ensuring renewal of relevant licences, insurance, and standard expenditure including phone contracts, energy and power, water etc

Maintaining accurate records of maintenance and repairs, and assisting the Park Manager in arrangements with suppliers to undertake and successively complete work


Communications, Outreach, Events and Fundraising

Maintain accurate records of income generation activities on a database/spreadsheet, including administration of memorial and donations boards.

With the Rookery Gardens Manager, be responsible for co-ordinating SCCoop events, liaising and negotiating with external providers, and delivering and developing the annual calendar of events

Manage the process for external hire/usage of the Rookery

Work with all SCCoop staff, to ensure that organised community visits and volunteering are worthwhile and rewarding for the participants

Contribute to keeping the website and social media updated with news, notices of events and an events calendar

Support the Rookery Gardens Manager, Chair and Directors to maintain and develop SCCoop’s communications strategy, ensuring regular contact and feedback with a wide range of community stakeholders, in order to stay abreast of community needs

All employees are expected to work within the terms of their contract of employment and adhere to SCCoop’s Values and Behaviours.


Selection Criteria


Experience

Financial administration, including recording and paying purchases invoices, liaising with suppliers, invoicing our customers and chasing payment, use of accounts software and spreadsheets [essential]

General office administration, working with suppliers and customers [essential]

Experience of working in either a voluntary sector, customer-focussed or community-based environment where engagement with users and stakeholders is very important [desirable]


Knowledge & Understanding

Understanding of the basics of bookkeeping for a small organisation [essential]

Understanding of the administrative needs of a small organisation [essential]

Having a basic understanding of IT and social media [essential]

Having some knowledge of different methods and channels of communicating and engaging with stakeholders [desirable]

Having some knowledge of organising and managing public events [desirable]


Abilities

To be able to manage a diverse workload with a range of overlapping timelines [essential]

To be methodical, highly accurate and well-organised [essential]

To be able to work sensitively and diplomatically with a range of external stakeholders including statutory agencies, professionals, Rookery users, voluntary and community partners, volunteers; and people at particular risk of marginalisation including people with disabilities. [essential]


Application

In order to apply for this role you will need to submit your current CV with a covering letter. The letter should be absolutely no more than 1000 words (circa 2 sides of A4) and it should clearly set out how you meet the requirements of the job description attached. Please also confirm the date you would be able to start, and the contact details (including email address) for two references, one of which should be your most recent employer.

Please email your CV and covering letter to Russ Lensh at russ.lensh@sccoop.org.uk. Any questions can be sent to the same email.