Admin and Finance Assistant

Reachout is an award-winning, multi-artform, member-led charity providing inclusive and accessible creative opportunities across Forth Valley. For over 33 years, we have partnered with education, employability, health and wellbeing services to deliver high-quality, outcome-focused projects that meet local needs and achieve measurable results. Our Quality & Ambition and Equality & Diversity Plans underpin an inclusive culture where everyone is supported to create ambitious, high-quality work. We are committed to identifying and removing the social, emotional, physical, and structural barriers that can prevent people from accessing, participating in and thriving through the arts.

Contract: 2 day per week (15 hrs)
Salary: £26,227 FTE, pro-rata for 2 day (15 hours per week)
Annual Leave: 34 days (plus 4 bank holidays) pro-rata

About the role

To provide efficient and accurate administrative and financial support to Reachout With Arts in Mind, ensuring that routine finance processing, record keeping, document management and operational administration are completed to a high standard in a timely manner. The postholder will support the smooth day-to-day running of the organisation by maintaining accurate systems and records, preparing documentation, and following established procedures under the guidance of the Operations & Finance Manager.

Responsibilities

Finance Administration

• Prepare HR information (Annual leave/sick leave, MAT leave etc.) required for payroll processing and liaise with the payroll provider as directed.
• Purchase and prepare invoices in accordance with organisational procedures.
• Upload and process financial documentation within Xero and associated systems.
• Maintain accurate records of income, expenditure and supporting documentation.
• Assist with invoice matching, payment preparation and filing of financial records.
• Monitor finance inboxes and respond to routine enquiries.
• Pursue outstanding invoices and payments where appropriate.
• Maintain orderly digital and paper financial filing systems.
• Raise invoices as required.
• Purchase supplies as required.

Administrative Support

• Maintain and update organisational filing systems, both electronic and paper-based.
• Prepare routine correspondence, reports, forms and administrative documents.
• Manage document version control and ensure records are stored securely.
• Support the preparation of Board and committee papers, agendas and meeting packs.
• Maintain shared calendars, compliance trackers and action logs.
• Assist with room bookings, meeting arrangements and general office administration.

HR and Staff Records Administration

• Maintain staff, volunteer and trustee records, ensuring information remains accurate and up to date.
• Update training, PVG, contract and personnel records as required.
• Support onboarding administration, including preparation of starter documentation and record collection.
• Maintain HR templates, forms and personnel files in accordance with GDPR requirements.
• Support the administration of annual leave, absence and training records.

Operational Support

• Assist with member referral administration and maintenance of associated records.
• Maintain organisational databases and contact information.
• Coordinate routine operational follow-up actions and monitor completion of tasks.
• Support the administration of insurance renewals, policy reviews and compliance documentation.
• Liaise with suppliers, contractors and external partners on routine administrative matters.
• Ensure organisational records remain accurate, accessible and up to date.

Systems and Data Management

• Maintain cloud-based filing systems and digital records.
• Support the use of Xero, Microsoft 365 and other business systems.
• Produce routine administrative reports and data summaries.
• Ensure confidentiality and data security standards are upheld at all times.

The above list of duties is not exhaustive, and a range of additional tasks may be undertaken from time to time, as and when appropriate.

Requirements

Essential Knowledge And Experience

• A minimum of 2 years previous experience in an administrative, finance assistant or office support role.
• Experience maintaining accurate records and filing systems.
• Experience preparing invoices, processing financial documentation or supporting bookkeeping activities.
• Excellent IT skills, including Microsoft Office 365.
• Experience handling confidential information appropriately.
• Good understanding of administrative processes and office procedures.

Desirable Knowledge And Experience

• Experience using Xero accounting software.
• Experience working within a charity, voluntary sector or community organisation.
• Experience supporting payroll administration.
• Familiarity with GDPR requirements and records management.
• Experience maintaining HR or personnel records.

Essential Skills And Attributes

• Excellent organisational and time management skills.
• Strong attention to detail and accuracy.
• Ability to follow procedures consistently and reliably.
• Effective written and verbal communication skills.
• Ability to manage multiple tasks and priorities.
• Strong customer service and interpersonal skills.
• Ability to work independently and as part of a small team.
• Commitment to confidentiality and professional integrity.
• Supportive of Reachout's values of inclusion, compassion and wellbeing.

Desirable Skills And Attributes

• Confidence using cloud-based systems and digital tools.
• Understanding of the needs of people experiencing mental ill health or disability.
• Interest in working within a creative, community-focused environment.

Relationship with the Operations & Finance Manager

The Administration & Finance Assistant will undertake routine and transactional administration tasks, including invoice preparation, document filing, database updates, gathering payroll information, staff record administration and operational follow-up. The Operations & Finance Manager will provide oversight, review completed work, monitor controls, manage exceptions, and retain responsibility for financial reporting, compliance, governance and strategic financial management. This separation of duties supports strong internal controls while ensuring efficient use of resources.

Pay

£26,227 FTE, pro-rata for 2 day (15 hours per week).

Schedule

2 day per week (15 hrs).

Benefits

• 34 days annual leave (plus 4 bank holidays) pro-rata.