Job Title:
Finance & Administration Officer
Line Manager:
Totnes Caring Chief Executive Officer
Salary:
£25,071
Work base:
Totnes Caring Office, Follaton House, TQ9 5NE
Hours of work
32.5 hours per week (09:00 to 16:00 with 30 mins lunch break)
Length of Contract:
Permanent
Totnes Caring is a local charity that has been at the heart of Totnes since we were established in 1987. Over the years we have given tens of thousands of people the support, skills, tools, and confidence to lead independent and fulfilling lives.
Through the work of dedicated staff and volunteers, we deliver services to older people in Totnes and the surrounding areas, as well as Social Prescribing services across South Devon and the Totnes and South Dartmoor Primary Care Network area, including Totnes, South Brent, Ashburton, Buckfastleigh, Kingsbridge, Chillington, Salcombe, and Modbury, for people aged 18 and over.
Totnes Caring supports people to live as independently as possible, connecting them to their community, to increase their health and wellbeing and to combat isolation and loneliness. We do this by delivering group activities, bringing people together, and by providing support, information, and advice.
Role summary:
The Finance & Administration Officer will provide efficient administrative and financial support to the organisation, ensuring accurate financial processing, effective record-keeping, and smooth day-to-day office operations. This role plays a key part in supporting financial compliance, payroll processes, invoicing, and wider administrative functions, while maintaining confidentiality and high professional standards.
Main Tasks:
Finance Responsibilities
- Process purchase invoices, sales invoices, and expenses accurately and in a timely manner
- Maintain accurate financial records, including income and expenditure tracking
- Support monthly reconciliations, including bank and petty cash reconciliations
- Assist with payroll preparation, including timesheets, payroll reports, and year-end records
- Support budget monitoring and provide basic financial reports when required
- Ensure financial records are compliant with internal policies and external requirements
- Support banking activities, including preparing deposits and payment runs
- Liaise with internal staff, volunteers, suppliers, and external finance providers as required
Administration Responsibilities
- Provide general administrative support, including filing, data entry, and document management
- Answer telephone calls, respond to emails, and provide a professional first point of contact
- Maintain accurate databases, spreadsheets, and records using Microsoft Office
- Assist with the coordination of office supplies, equipment, and general office tasks
- Support reporting for internal reviews, audits, and trustee meetings
- Assist colleagues across the organisation with ad hoc administrative tasks as required
General Responsibilities
- Always maintain strict confidentiality, particularly in relation to financial, staff, and client information
- Work collaboratively with colleagues, trustees, and external stakeholders
- Operate in line with organisational policies, procedures, and values
- Undertake any other reasonable duties consistent with the role
Person Specification
Essential Criteria
- Educated to A-level pass standard (or equivalent)
- Finance qualification at Level 3 (e.g. AAT Level 3 or equivalent)
- Previous experience in an administrative and/or finance support role
- Experience handling financial data, invoices, or reconciliation tasks
- Experience in payroll
- Experience using Microsoft Office, particularly Excel
- Strong numerical accuracy and attention to detail
- Understanding of basic accounting principles
- Knowledge of financial processes such as invoicing, payroll support, or reconciliations
- General understanding of administrative office procedures
Desirable Criteria
- Understanding of the voluntary sector and adult social care, and experience of working at the interface between the voluntary and statutory sectors
- Experience of working with a Board of Trustees or similar governance body
- Awareness of grants and funding streams for social care organisations.
- Experience supporting audits, year‑end accounts, or trustee/board reporting
- Knowledge and previous experience with Xero and Access Paysuite
Key Competencies
- Financial Accuracy & Attention to Detail
- Organisation & Time Management
- Confidentiality & Professional Integrity
- Communication & Collaborative Working
Pay: £25,071.00 per year
Application question(s):
- Do you hold a finance qualification such as AAT Level 3 or Equivalent?
Education:
- A-Level or equivalent (required)
Experience:
- finance : 5 years (preferred)
Work Location: In person
