We are currently looking for an Admin & Finance worker and new board members to join our team at Beechbrae. See below for job descriptions and information about the role. For more information send an email to (hello [at] beechbrae.co.uk) or find us on facebook www.facebook.com/beechbraegarden
Title: Beechbrae Admin & Finance Worker
Responsible to: Project Manager and Beechbrae Board
Hours of work: 8 hours per week (Monday to Friday with occasional evenings & weekends)
Salary: £20,000pro rata (8 hours, part time)
Duration of post: from May 2018 until 31 March 2020
Place of Work: Beechbrae Wood, Heights Rd, Blackridge EH48 3SW
Closing Date: 5pm Thursday 26th April 2018.
Interview Date & Location: Friday May 4th at Beechbrae Wood
- To assist Project Manager and Team with admin and finance tasks on site
- To manage purchases, collate Invoices and record expenditure
- To collect, monitor and report on data collected from the project
- To contribute to the ongoing conversation about carbon reduction in the community
MAIN DUTIES & RESPONSIBILITIES
- Managing the office, including administrative systems, filing and ordering stationery & office supplies
- To provide administration support for Project Manager, Project staff and Trustees
- Reception – to deal with telephone enquiries and visitors to the service
- Take a lead role to ensure the good running of the main office – including ensuring that the environment/building is welcoming, clean and well maintained, equipment (including computers and communication equipment) is in good working order
- Record Keeping – to compile and maintain database records of service provision
- Staff – to maintain accurate and confidential staff files, annual leave, sick leave and special leave
- Other duties – to undertake any other relevant duties which the Project Manager may deem appropriate to the development of the Service
- Assist the Project Manager and Project Staff in organising meetings, events – e.g. booking venues, housekeeping and catering
- Take a lead role in ensuring that accurate minutes and records are available and kept for all Board meetings – including General Board Meetings and Extraordinary Meetings.
- Assist with the organisation of Annual General Meetings, Extraordinary General Meetings and special events – such as seminars, conferences and development days
- Assist in the organisation of Beechbrae annual events & programme of activities
- Work with the staff team to ensure that an accurate and clear record is kept of staff team meetings.
- Financial Records – to maintain financial records of all income and expenditure for Beechbrae. Data input into Xero, balance monthly accounts to relevant bank statements. Responsible for physical banking and to administer petty cash
- Financial Reporting – Monitor actual expenditure against budgets. Provide updates on any over/under spend to Project Manager in respect of budgets
- Compiling salary input documentation, liaising with Xero payroll service and Project Manager; calculating salary and pension contributions; paying pension contributions; and liaising with pension companies.
- Checking invoices, paying accounts, liaising with creditors and debtors, and undertaking monthly bank reconciliation
- Ensuring computerised and paper-based record systems are maintained accurately and are complete
Supporting responsibilities for:
- Annual budgeting process
- Financial reporting to funding bodies
- Assist Project Manager in preparing regular accrual based finance reports for the Trustees.
- Assist in the preparation of year end records and Xero accounts for independent examination and liaising with accountants.
- Monitoring income and correspondence from fundraising initiatives
PERSON SPECIFICATION – Experience, Skills & Abilities
- Appropriate educational and professional qualifications in administration/secretarial, finance support duties
- Previous experience of Xero or similar accountancy software
- Experience of general accounting and reconciliation work
- Previous experience and competence in assisting with the production of annual accounts for audit
- Proven ability to work on own initiative and manage own time and workload effectively
- Conscientiousness and a commitment to accuracy and quality services
- Experience databases, Microsoft Office, Excel and similar packages
- Able to use social media, Facebook, Twitter, Instagram and similar
- Able to manage website and blog
- Experience in all office procedures
- Strong organisational skills and team player
- Good oral, written and proof reading skills
- Friendly, welcoming personality and organised approach to tasks
- Ability to work on own/use own initiative
- Discretion and the ability to handle sensitive and confidential information
- Be flexible, resourceful, willing to learn new skills
- Experience of charity accounting
- Experience of working in the third sector
- Awareness of environmental good practice
- Knowledge of the concepts of carbon reduction, Climate Change and the effects of peak oil
- First Aid training
- Prior work experience in an outdoor environment (our office is a shipping container)
- Clean Driving Licence
- Resident of Blackridge
While this post is based primarily at Beechbrae Wood, we are open to flexible working arrangements including working remotely. The post is subject to a check through the PVG scheme and is funded by the Climate Challenge Fund.
To apply for this post please send your CV and a cover letter to ally [at] beechbrae.co.uk by 5pm on Thursday 26 April 2018. Please ensure you detail how your experience matches the duties and responsibilities as well as person specification in your cover letter.
Beechbrae SCIO Trustee Role Profile
Beechbrae was born out of a dream to live more sustainably and tread lightly on the resources we have. We are a young social enterprise and charity based in a 35 acre young woodland (Beechbrae Wood) in Blackridge, West Lothian. Beechbrae Wood is directly north of the village of Blackridge, on the doorstep of most of the village. We are using this as a base to teach, learn & engage with our natural environment and for the local community to gain skills and knowledge in practical woodland management and sustainability.
Beechbrae was operating informally as an un-constituted group in Blackridge since November 2012. We started very much a grass roots group of people with ideas of how we could make positive impacts in our village by teaching and helping our fellow community engage with the environment. We constituted in November 2013 and have slowly grown by accretion over the last few years. We are now a SCIO (SC046994) and have exciting plans and opportunity on the horizon.
We are currently delivering a community carbon reduction project with funding from the Climate Challenge Fund which involves a community garden, but we also have other small environment and mental health projects happening throughout the year. For a good taste of what we do have a look at our website, or various social media sites
Aims and objectives
- The advancement of education by providing educational activities for people of all ages and abilities to equip them with skills in developing, managing, and enhancing green space and woodlands and in community growing.
- The advancement of community development by encouraging the local community to take part in the green space, woodland and community growing activities of Beechbrae with the aim of improving the quality of life for the whole community.
- The provision of recreational facilities, or the organisation of recreational activities available to the local community and to members of the public at large with a view to improving their conditions in life, including (without prejudice to that generality) promoting and improving access to woodland, and through providing, developing and improving the facilities which support access to woodland and greenspace, biodiversity and wildlife.
- The advancement of environmental protection or improvement by helping protect, enhance & restore the biodiversity of Blackridge & West Lothian and promoting the sustainable use of natural resources.
About the role:
The Board is an important part of the success of Beechbrae SCIO over the next few years. Board Members of the charity are responsible for ensuring the organisation is solvent, well run and well led to meet its charitable objectives. In turn, your opportunities as Board member will include:
- Enhancing your existing skills and knowledge relating to the development of an innovative and dynamic organisation in the Third Sector.
- Being part of a movement looking to build better ways to use land, care for the environment, increase physical and mental health and build strong communities.
- For more information about the duties and responsibilities of a charity trustee please see OSCR’s guidelines here.
Ideally, we are seeking people with experience in one or more of the following organisations and/or technical specialities:
- Working at Board level in a charity or third sector organisation
- Funding particularly around social enterprise.
- HR and People Development.
We welcome all enquiries from people from all walks of life and the public and private sector.
- Serving on the Board for a minimum of two years. Meetings take place quarterly.
- Attending an annual Board development day.
- Representing Beechbrae at other internal and external events according to your availability.
- Attending out annual AGM and any other exceptional meetings by agreement of the Board.
The total commitment is an average of 4 hours per month.
In return we offer a highly rewarding role with the:
- Opportunity to enhance your existing skills and knowledge relating to the development of an innovative and dynamic organisation.
- Chance to play a key role in the running and development of Beechbrae; enabling the organisation to continue its work creating positive social change in Scotland for the benefit of our families, communities and environment.
The majority of meetings take place in Blackridge either at Beechbrae or at the Community Centre (EH48 3SW).
To apply, please send us your short CV with a covering letter to explain your interest in joining us. Send these to (hello [at] beechbrae.co.uk).
If you would prefer an informal conversation about your interest, please email our Project Manager, Ally Graham (hello [at] beechbrae.co.uk) to arrange a time or pass on details of other board members for further conversations.