Job title: Administrative and finance officer

Location: London - BMA House
Occasional travel within the UK may be required

Principal purpose of job:
To provide financial and general administrative support for MedFASH.

Number of staff supervised by the post holder: None

Responsible to: The Executive Director of MedFASH

MAIN DUTIES:

1. Ensure the smooth running of the MedFASH office and provide administrative support to projects and other activities.

2. Monitor income, expenditure and cashflow of the Charity including funded projects and report regularly on these to Executive Director, Project Managers and Treasurer.

3. Maintain MedFASH financial records, preparing annual accounts in liaison with the charity's accountants and providing information for audit.

4. Prepare and ensure timely submission of necessary forms to Inland Revenue, Charity Commissionand any other relevant external bodies.

5. Ensure relevant contracts for external professional and support services are set up and maintained.

6. Undertake day-to-day bookkeeping including bank reconciliations, paying in monies, processing payments and invoicing.

7. Manage relationship with the charity's accountant and auditors or independent examiners.

8. Manage the charity's bank account and relationship with the bank.

9. Maintain and update the MedFASH website and databases.

10. Manage distribution of publications including invoicing, credit and stock management.

11. Arrange meetings, both internal to the organisation and external conferences or seminars.

12. Undertake small projects such as organising exhibition stands, producing leaflets, organising mailouts or developing proposals for improving MedFASH's systems and administration.

13. Liaise with MedFASH trustees, contacts and collaborators in a variety of organisations.

14. Liaise with BMA staff to arrange relevant support services and to further the maintenance and development of a cooperative working relationship between MedFASH and the BMA.

15. Arrange and attend meetings of MedFASH Trustees, preparing the agenda and papers for these in liaison with the Executive Director, and drafting minutes as required.

16. Open and sort incoming mail and email and respond to simple requests for information about HIV and sexual health, MedFASH's activities and administrative matters by letter, telephone or email, and refer more complex enquiries appropriately.

17. Carry out general administrative duties: receiving visitors, wordprocessing, photocopying, faxing, filing, telephone answering and message taking, diary-keeping, managing stationery stocks and ordering supplies, making travel arrangements, etc.

18. Proof read, and reformat for better presentation, documents produced by Executive Director, other MedFASH staff members and Trustees where required.

19. Obtain information for the executive director from the BMA library, internet and other sources.

20. Keep up to date with current HIV/AIDS news and developments from publications, newspapers, materials sent by other organisations etc.

21. Provide support and advice on administration and finance for MedFASH project(s) and project staff.

22. Perform such other duties of an administrative nature as may reasonably be required.

PERSON SPECIFICATION

Essential

1. Good general education, minimally to "A" level standard or equivalent.

2. A minimum of two years' experience of administrative and/or secretarial work.

3. A minimum of 2 years' bookkeeping experience.

4. Ability and willingness to multi-task, and to take on duties ranging from the routine to the highly responsible.

5. Good organisational skills and attention to detail.

6. Ability to use initiative and make decisions within defined boundaries, for example how to handle enquiries.

7. Ability to work with minimal supervision, manage own workload and meet multiple deadlines.

8. Good presentation in person, by telephone and in writing, including the ability to employ tact and diplomacy when dealing with enquiries about sensitive issues related to HIV and sexual health.

9. Good communication skills and the ability to manage relationships with colleagues and support services as well as professional contacts at all levels

10. Good general literacy and numeracy, including accurate use of spoken and written English.

11. Ability to set up and manage a complex information and filing system, to store and retrieve information manually and using a computer.

12. Typing, wordprocessing and computer operation skills using Windows, Word, Excel, Access, internet and such other software as may reasonably be required (relevant training will be provided where necessary).

13. Ability to fit in and work flexibly as part of a small team.

14. A thorough and conscientious approach.

Desirable

15. Ability to prepare accounts, ideally to trial balance.

16. Website management skills and familiarity with, or an aptitude and willingness to learn how to use, Dreamweaver.

17. Familiarity with current state of HIV and sexual health provision in the UK.

18. Experience of working in a small organisation and/or the voluntary sector.

13/07/04
Medical Foundation for AIDS & Sexual Health (MedFASH)