Job Title: Bookkeeper & Administration Officer
Hours: 21 hours per week (days and working pattern to be agreed)
Contract: Permanent, Part-Time
Location: Hybrid – Office in Worcester Park
About SOS!SEN
SOS!SEN is a national charity that supports families to secure the right education for children and young people with Special Educational Needs and Disabilities (SEND). We provide free, independent advice and support to parents and carers, helping them navigate the complex education system.
As demand for our services continues to grow, we are looking for an experienced and organised Bookkeeper & Administration Officer to join our team. This is an important role that combines financial administration with wider organisational support, ensuring the charity and its associated charity shop operate efficiently and maintain accurate financial records.
Role Purpose
The Bookkeeper & Administration Officer will be responsible for the day-to-day bookkeeping and financial administration of the charity and its charity shop operations using Xero accounting software.
Working closely with the Administration Manager and charity Treasurer, external accountants, the postholder will maintain accurate financial records, process payments and maintaining the financial records up to trial balance level.
The successful candidate will be highly organised, have excellent attention to detail and be confident managing multiple priorities while maintaining confidentiality.
Key Responsibilities:
Bookkeeping and Finance
- Maintain accurate bookkeeping records using Xero.
- Process purchase invoices, sales invoices and credit notes.
- Record all income and expenditure accurately.
- Complete bank reconciliations across all charity accounts.
- Process supplier payments and staff expense claims.
- Monitor outstanding invoices and follow up where appropriate.
- Support cash handling and banking processes relating to the charity shop.
- Maintain accurate financial records for both the charity and charity shop activities.
- Prepare monthly management accounts for review by the CEO and Trustees.
- Assist with budgeting and financial reporting.
- Support the preparation of year-end accounts and liaise with external accountants and independent examiners/auditors.
- Maintain accurate financial filing systems and supporting documentation.
- Ensure compliance with charity finance procedures and internal financial controls.
Charity Shop Financial Support
- Support the charity shop team with bookkeeping processes.
- Reconcile shop income, card payments and cash receipts.
- Record stock-related financial transactions where required.
- Assist with monitoring shop income and expenditure.
- Provide financial reports relating to shop performance.
Administration
- Provide administrative support to the wider charity team.
- Manage finance-related emails and correspondence.
- Maintain electronic filing systems.
- Assist with updating internal databases and records.
- Support the preparation of reports and documentation for Trustees and management meetings.
- Provide occasional support with general office administration and reception duties.
- Support other administrative projects as required.
Compliance
- Maintain confidentiality in relation to financial and personal information.
- Comply with GDPR and data protection requirements.
- Contribute to continuous improvement of financial and administrative processes.
Person Specification
Essential
- Previous bookkeeping experience.
- Experience using Xero accounting software.
- Experience producing monthly management accounts.
- Strong understanding of bookkeeping principles, including reconciliations and double-entry bookkeeping.
- Experience processing payments and maintaining purchase and sales ledgers.
- Excellent numerical and analytical skills.
- High level of accuracy and attention to detail.
- Strong organisational skills with the ability to manage competing priorities.
- Excellent IT skills, including Microsoft Excel, Word and Outlook.
- Good written and verbal communication skills.
- Strong administrative skills and experience of office systems.
Desirable
- Experience working within the charity sector.
- Experience of charity accounting and restricted funds.
- Knowledge of Gift Aid.
- Experience supporting charity retail or charity shop finances.
- Experience working with CRM or case management systems.
- Understanding of Charity Commission financial requirements.
Pay: £14,500.00 per year
Benefits:
- Casual dress
- Flexitime
- Work from home
Work Location: Hybrid remote in London KT4 8HU
