28th July 2020

Office & Finance Manager

37.5 hrs per week


Closing Date: 12 noon, 10th August 2020

Interviews: w/c 17th August 2020


Role Purpose

The role of Office and Finance Manager, reporting to the Director, is a key role within Edinburgh Food Project.  As a small charitable organisation we need an experienced individual to develop and maintain robust administrative and financial systems, to ensure the smooth operation of the organisation.


Key Tasks and Responsibilities

 Financial Administration

  • Responsible for keeping accurate and up to date accounts and financial information, on Xero, in line with legal requirements.
  • Liaising with Treasurer in the production of regular reports and year end accounts for the Trustees.
  • Ensure all invoices are paid promptly and accurate records are kept.
  • Manage the banking of cheques and cash collections.
  • Reconcile the bank accounts and petty cash regularly as required.
  • Manage the process for individual donations and gift aid, liaising with the Treasurer, to maximise donations to the organisation.
  • Liaise with corporate donors.
  • Run payroll and setup salary payments.
  • Posting manual journals, on Xero, in conjunction with the Treasurer.
  • Prepare and process staff expense payments.
  • Providing financial data for inclusion in reports to grant funders.
  • Produce and manage annual budget, in conjunction with the Treasurer.
  • Process grant agreements; and develop and maintain the organisations grant management system.


General Office Administration

  • Manage and train a team of admin volunteers who will provide a friendly welcome to the project and a professional “front-of-house” response to all telephone, email and in-person enquiries from members and the general public.
  • Managing contracts, agreements and relationships with all suppliers, eg office landlord, IT contractors, banks, insurers.
  • Ensuring the smooth running of the office – that all services are operating optimally (IT, broadband, telephone, other utilities) and that supplies like stationery are kept replenished.
  • Providing team support – for example, managing diaries, booking travel, booking key events, minute staff meetings and collate updates for social media/website/newsletters
  • Provide administrative support to the Director when required.


Legislation, Compliance, Health & Safety and Facilities


  • Ensure that the organisation works to high standards of financial management and accountability.
  • In conjunction with the Director, ensure that the organisation is compliant in areas such as data protection and health & safety.
  • Subscribe to relevant publications and keep a note of Finance requirements
  • In conjunction with the Director ensure that the organisation complies with relevant legislation
  • Ensure policies are updated as required
  • Ensure organisational paperwork is updated, filed safely both physically and electronically
  • Act as a named First Aider for the building and order first aid supplies as necessary.


Key Skills and Experience

  • Three years’ or more experience of financial management, in the charity or not-for-profit sector.
  • Detailed knowledge and experience of Xero, Excel spreadsheets, and production of financial reports.
  • Experience of managing and developing databases and project management systems.
  • Familiarity with charity sector law and regulations, as well as with relevant general legislation eg GDPR, health & safety, human resources.
  • Knowledge of current administrative best practice in the sector
  • Experience of meeting preparation and minute-taking.
  • Able to communicate clearly both formally and informally; verbally and in writing
  • Logical and practical approach to tasks
  • Excellent organisational skills, attention to detail and ability to work to deadlines
  • Strong customer focus and the ability to work well with a wide range of people


Terms and Conditions

Location:                             Unit 12 New Lairdship Yards, Edinburgh, EH11 3UY

Reports to:                         Director

Salary:                                  £25,000 – £28,000 dependant on experience

Annual Leave:                   25 days + 9 bank holidays

Pension:                              3% employer contribution

Hours:                                  37.5 hours per week


To apply email your CV and a cover letter, no longer than one side A4, to:

 Bethany Biggar


[email protected]



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