Admin & Finance Co-ordinator

Islington, London (Greater)
30 May 2018
27 Jun 2018
Contract Type

ThinkForward Administration & Finance Co-ordinator

ThinkForward is a breakthrough coaching programme that ensures young people who are disengaged from or under performing at school receive the support they need to transition into sustained employment.

We are looking for an experienced office and finance administrator to work in this pivotal role within our busy Operations department providing support to our team and keeping things going!   

Overview and purpose of the role

The role requires a motivated person who can help make ThinkForward a great place to work and be relied on as a source of support to the team. This person will be willing to turn their hand to anything:

  • Keep some of our contracts running smoothly by managing the administration side
  • Ensuring that our financial processing is quick and efficient
  • Keeping our IT and telephone systems running smoothly and proposing improvements
  • Making sure everyone who encounters ThinkForward gets the response they were looking for and receives a good impression

Key responsibilities

Office Administration:

  • Assist Office & HR Manager with activities and operations to ensure efficiency and compliance with organisational policies
  • Be responsible for planning expenditure in line with set budget to monitor and maintain office equipment and supplies, including procuring and maintenance of relationship with suppliers
  • Ensure the office is well maintained, clean and secure
  • Ensure insurance policies are up to date
  • React to change in operational need minimizing impact on delivery of ThinkForward programme
  • Manage our central email address, disseminating emails appropriately

Financial Transactions Processing (supervised by Head of Finance):

  • Be the point of contact for team queries relating to budgets, expenditure and expenses
  • Receive and prepare expense claims in readiness for weekly payment run
  • Process all monthly transactions including expenses payments, invoices, month end accruals and prepayments
  • Overall responsibility for maintaining SAGE
  • Undertake bank and credit card reconciliations at month-end
  • Assist with financial reporting and assist with year-end and audit processes
  • Ensure compliance with Companies House and Charity Commission requirements including an-nual return and informing them of any changes
  • Instigate and manage float / petty cash system


  • Be the point of contact for team enquiries relating to mobile phone or IT systems
  • Develop relationship with service provider
  • Keep abreast of IT developments and contributing to IT strategy/proposing improvements
  • Ensure adequacy and effectiveness of data backup and security of data
  • Procure, manage and track stocks of IT supplies - laptops, tablets, phone, accessories
  • Research and propose alternatives to established partnerships when required

Additional Administration:

  • Support colleagues with ad-hoc administrative tasks and projects
  • Contribute towards events management processes

Person specification


  • 5 GCSEs or equivalent
  • 3 years’ relevant prior experience
  • Knowledge of administrative and clerical procedures
  • Knowledge of computers and relevant software applications
  • Knowledge of customer service principles and practices
  • Highly numerate
  • ​Able to use SAGE/knowledge of other accounting software
  • Personal qualities:
  • Professional personal presentation
  • Excellent time management skills
  • Good verbal and written communication skills; friendly and approachable
  • Good organising and planning skills
  • Highly reliable & confidential
  • Excellent attention to detail
  • ​Uses own initiative and can work well when unsupervised

ThinkForward is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults and expects all staff and post holders to share this commitment.

ThinkForward are committed to equality of opportunity for all staff and applications from individuals are encouraged regardless of age, disability, sex, gender reassignment, sexual orientation, pregnancy and maternity, race, religion or belief and marriage and civil partnerships.

Closing date for applications is 9am on Thursday 27th June, 2018.  Interviews will be held during the week commencing 9th July, 2018.  Please apply by returning your completed application form as a word document (we do not accept CVs).