Finance and Administration Officer
About Voices From Care Cymru
Voices From Care Cymru is the national charity for care-experienced children and young people in Wales. We create opportunities for children and young people to have their voices heard, shape policy and influence decisions about their lives and futures. Our work is grounded in children’s rights and led by the knowledge and experiences of care-experienced young people. We are committed to creating a welcoming, inclusive and trauma-informed organisation where children, young people, staff and volunteers feel valued, safe and respected.
About the Role
The Office and Finance Administrator will provide high-quality financial, administrative and office support across Voices From Care Cymru.
This is a varied and important role at the heart of the organisation. The postholder will help ensure that our financial records are accurate, our office systems run smoothly, and our staff and visitors receive a professional and welcoming service.
Working closely with the Finance and Interim Head of Business Services, senior managers and the wider staff team, the postholder will support day-to-day financial administration, purchasing, invoicing, expense processing, record keeping, office coordination and general organisational administration.
The successful candidate will be organised, approachable and confident working with financial information. They will understand the importance of accuracy, confidentiality and safeguarding in an organisation supporting care-experienced children and young people.
Main Responsibilities
1. Financial Administration
The postholder will:
- Process purchase invoices, ensuring that they are accurately recorded, coded and authorised.
- Raise sales invoices and monitor outstanding payments.
- Maintain accurate financial records using the organisation’s accounting and record-keeping systems.
- Support the reconciliation of bank accounts, payment cards, petty cash and online payment platforms.
- Prepare payments for appropriate authorisation.
- Process staff, trustee, volunteer and young-person expenses in line with organisational policies.
- Maintain clear records of expenditure, receipts, invoices, purchase orders and authorisations.
- Assist with the administration of payroll information, including approved timesheets, expenses, pension information and changes to employee details.
- Support the monitoring of restricted and unrestricted funding.
- Help maintain accurate records of expenditure against projects, grants and agreed budgets.
- Provide financial information and reports to managers when required.
- Assist with month-end and year-end financial processes.
- Support the preparation of information for accountants, auditors, funders and the Board of Trustees.
- Maintain supplier records and respond to routine payment and invoice queries.
- Ensure that financial information is handled securely and confidentially.
- Follow the organisation’s financial controls, delegated authority arrangements and anti-fraud procedures.
- Identify and report financial errors, unusual transactions or potential risks promptly.
2. Office Administration
The postholder will:
- Support the efficient day-to-day running of the Voices From Care Cymru office.
- Act as a friendly and professional first point of contact for general telephone, email and in-person enquiries.
- Welcome visitors and help create a safe, inclusive and accessible environment.
- Monitor shared email inboxes and direct enquiries to the appropriate member of staff.
- Receive, sort and distribute post and deliveries.
- Maintain appropriate levels of office supplies and arrange orders when required.
- Liaise with suppliers, contractors, building management and service providers.
- Maintain accurate supplier, contract, equipment and office records.
- Support arrangements relating to office security, access, repairs and maintenance.
- Help ensure that the office is tidy, welcoming and suitable for children, young people, staff and visitors.
- Report health and safety concerns and support routine office checks.
- Coordinate meeting-room bookings and shared office resources.
3. Meetings, Events and Travel
The postholder will:
- Arrange internal and external meetings, including booking rooms and online meeting facilities.
- Support the preparation and circulation of agendas, papers and other meeting information.
- Take accurate notes or minutes when required.
- Help coordinate attendance records, actions and follow-up information.
- Arrange travel and accommodation in accordance with organisational policies and agreed budgets.
- Support the administration of events, training sessions, participation activities and staff meetings.
- Assist with venue bookings, catering, accessibility requirements and event materials.
- Support the processing of travel and participation payments for children and young people.
- Ensure that personal, travel and safeguarding information is stored appropriately.
4. Organisational Administration
The postholder will:
- Maintain accurate electronic and paper records in line with agreed filing and naming conventions.
- Support effective use of systems such as SharePoint, Microsoft 365 and the organisation’s CRM and finance systems.
- Assist with updating organisational calendars, contact lists, templates and administrative procedures.
- Support the administration of recruitment, induction, training and staff records where required.
- Help maintain records of policies, insurance, contracts and regulatory deadlines.
- Assist colleagues with routine letters, forms, spreadsheets, presentations and mailings.
- Support data collection and reporting for projects, funders and organisational monitoring.
- Promote consistent and efficient administrative practices across the organisation.
- Suggest practical improvements to office, finance and administrative systems.
5. Governance and Compliance
The postholder will:
- Provide administrative support for meetings of the Board of Trustees and its committees, where required.
- Help prepare and securely distribute governance and finance papers.
- Maintain accurate records of decisions, declarations and approved documents.
- Support the organisation to meet relevant financial, charity, data-protection and record-retention requirements.
- Handle personal and organisational information with discretion.
- Work within Voices From Care Cymru’s policies, procedures and delegated responsibilities.
- Complete mandatory training and keep knowledge relevant to the role up to date.
6. Safeguarding and Organisational Values
The postholder will:
- Place the safety, rights and wellbeing of children and young people at the centre of their work.
- Follow all safeguarding and child-protection policies and procedures.
- Report safeguarding concerns promptly through the correct organisational channels.
- Work in a respectful, inclusive and trauma-informed way.
- Maintain appropriate professional boundaries.
- Treat children and young people as rights-holders and respect their knowledge and lived experience.
- Promote equality, inclusion and the Welsh language.
- Contribute positively to a supportive and collaborative staff culture.
General Responsibilities
All employees of Voices From Care Cymru are expected to:
- Demonstrate the organisation’s values through their conduct and decision-making.
- Work collaboratively with colleagues, trustees, volunteers, partners and young people.
- Attend supervision, team meetings and relevant training.
- Take responsibility for their own wellbeing and contribute to a healthy working environment.
- Comply with health and safety, safeguarding, confidentiality, data-protection and equality requirements.
- Undertake other reasonable duties consistent with the purpose and level of the role.
This job description outlines the principal responsibilities of the role. It is not intended to be an exhaustive list and may be reviewed in consultation with the postholder.
Person Specification
Essential Criteria
Experience
Applicants must demonstrate:
- Experience of working in an administrative, finance-assistant, office-coordination or similar role.
- Experience of providing administrative or executive support to senior managers, directors, CEOs, trustees or governing bodies.
- Experience of processing invoices, payments, expenses or other financial transactions.
- Experience of maintaining accurate records and organised filing systems.
- Experience of using spreadsheets to record, check and present information.
- Experience of providing a professional service to colleagues, visitors, customers or members of the public.
- Experience of managing competing priorities and meeting deadlines.
Knowledge and Skills
Applicants must have:
- Strong numerical skills and close attention to detail.
- A good understanding of basic financial administration and bookkeeping processes.
- The ability to check information, identify discrepancies and resolve routine queries.
- Good written and verbal communication skills.
- Strong organisational and time-management skills.
- The ability to plan and manage a varied workload with limited supervision.
- Confidence using Microsoft 365, particularly Outlook, Word, Excel, Teams and SharePoint.
- The ability to learn and use finance, CRM and other digital systems.
- The ability to maintain accurate, secure and confidential records.
- The confidence to communicate professionally with suppliers, staff, trustees and partner organisations.
- An understanding of data protection and the importance of confidentiality.
- An understanding of equality, diversity and inclusive working practices.
Personal Qualities and Approach
Applicants must be:
- Reliable, organised and conscientious.
- Friendly, approachable and committed to providing good support.
- Calm and professional when managing busy or sensitive situations.
- Able to work independently while contributing positively to a team.
- Willing to take responsibility and use initiative appropriately.
- Comfortable handling confidential and sensitive information.
- Committed to children’s rights and improving outcomes for care-experienced children and young people.
- Willing to work in a trauma-informed and young-person-led environment.
- Committed to the values and purpose of Voices From Care Cymru.
Desirable Criteria
It would be helpful for applicants to have:
- A qualification in business administration, bookkeeping, finance or a related subject.
- Experience of working for a charity, voluntary organisation or children and young people’s service.
- Experience of using accounting software such as Xero, QuickBooks, Sage or an equivalent system.
- Experience of supporting payroll or pension administration.
- Experience of grant-funded or restricted-fund accounting.
- Experience of preparing information for audits, independent examinations or trustee meetings.
- Experience of using a CRM or case-management system.
- Experience of supporting meetings, events or training activities.
- Knowledge of charity finance and governance requirements.
- An understanding of safeguarding in services involving children and young people.
- The ability to communicate through the medium of Welsh.
Care experience is not required for this role. However, applications from people with care experience are welcomed and encouraged.
Terms and Conditions
- Salary: £26,437 per annum.
- Hours: 35 hours per week. Some flexibility may be required for occasional events or meetings outside normal office hours.
- Contract: Permanent, subject to continued funding.
- Location: Cardiff
- Annual leave: 25 days plus public holidays and 4 additional holidays.
- Travel: Occasional travel within Wales may be required.
- Expenses: Reasonable authorised expenses will be reimbursed in accordance with organisational policy.
- Safeguarding: Appointment will be subject to satisfactory references and any appropriate pre-employment safeguarding checks.
- Right to work: Applicants must be able to demonstrate their right to work in the UK.
Application Statement
Please submit:
- A current CV; and
- A supporting statement of no more than two A4 pages, explaining how your experience, knowledge and personal qualities meet the essential criteria in the person specification.
Applications should be sent to [email protected] by 31st of August 2026.
Equal Opportunities Statement
Voices From Care Cymru is committed to equality, diversity and inclusion. We welcome applications from candidates of all backgrounds and particularly encourage applications from care-experienced people and individuals currently underrepresented in the charity sector.
We are committed to making our recruitment process accessible. Applicants can contact us to discuss reasonable adjustments or alternative ways of submitting an application.
Pay: £26,437.00 per year
Work Location: In person
