The Finance Coordinator is central to ensuring the financial health and smooth administration of Llanelli Mind. You'll be responsible for all general accounting duties, working closely with an external accountancy service under the direction of the Senior Management Team and Board of Trustees. This role involves administering the day-to-day finances, producing essential reports, and coordinating payroll. Crucially, you'll collaborate with the Senior Management Team on effective financial and business planning, while also being vital in maintaining the organisation's positive image through clear, empathetic communication with staff and supporters. Excellent time management and organisational skills are a must to manage diverse tasks and priorities across various commissioned services. The post requires a flexible approach, including occasional evening and weekend work, and a commitment to ongoing training to keep your knowledge up-to-date. You'll also undertake other delegated duties as appropriate, supporting the Senior Management Team and colleagues for the overall benefit of the organisation.
Accountability You will be line managed by the Llanelli Mind Chief Executive Officer but will manage your own workload, prioritising tasks and working on your own initiative, whilst also line managing any Finance and Administration Volunteers and Apprentices, whilst providing appropriate training to them and other colleagues across the organisation.
As the Finance Coordinator, you'll be essential in ensuring the financial accuracy, compliance, and strategic management of Llanelli Mind's resources. Your key responsibilities will include:
KEY RESPONSIBILITIES
Financial Processing & Record-Keeping
- Process all invoices and ensure precise recording of costs and revenues. Perform daily, monthly, and yearly reconciliations of all financial transactions. Manage and maintain all financial records and receipts, ensuring proper documentation. Accurately record and input all financial transactions into the accounting software, categorizing them by associated project. Handle petty cash oversight and reconciliation. Process and reconcile all income received, including donations, fundraising receipts (recording according to donor intention), and grants, entering them into the accounting software. Record all grants and contracts on the dedicated grant dashboard. Ensure cash and cheques received are promptly recorded and banked.
Payroll & Payments
- Prepare monthly payroll amendments, including details for new starters and leavers. Process individual salary payments to staff. Make monthly PAYE and National Insurance contributions to HMRC. Compile and reconcile monthly salary breakdowns, including PAYE and NI. Compile and reconcile monthly pension breakdowns. Oversee and authorize bank payments, ensuring accuracy and timeliness.
Financial Reporting & Analysis
- Prepare and update weekly project financial budgeting reports to prevent overspends. Conduct weekly comparisons of income and expenditure against budget. Reconcile the business community bank account and the business money manager bank account against bank statements. Prepare accurate quarterly project financial reports and provide analysis. Analyse project data and prepare financial forecasts as required. Prepare and submit grant and contract invoices and financial reports as needed by funders. Input and maintain management budgets within the accounting system. Implement and track budgeted staff cost allocations. Prepare accurate management accounts, including staff and salary allocations, prepayments, and accruals. Prepare cash flow statements, alerting the CEO and Board of Trustees to any potential shortfalls. Conduct monthly account checks on nominal codes and projects.
Compliance & Stakeholder Support
- Maintain all accounting records of the organisation in an organized and secure manner. Assist external accountants in the preparation of annual statutory accounts. Support the submission of funding proposals by ensuring accurate inclusion of appropriate costs and financial information. Liaise with funding bodies and auditors regarding projects, addressing all queries promptly and efficiently. Ensure confidential information is respected in line with Llanelli Mind’s policies and maintain the safe keeping of written records. Provide customer service to clients related to finance or billing issues. Conduct fact-checking and resolve accounting discrepancies. Manage funds in the community bank account and transfer monies from the money manager account as necessary for upcoming transactions. Complete year-end closure of accounts, including Balance Sheet account reconciliations.
Training & Business Continuity
- Plan and deliver relevant training sessions on petty cash, finance, and budget management. Provide ongoing financial guidance and support to the Board of Trustees (BoT), Senior Management Team (SMT), and Coordination Team. Support and mentor any Finance and Administration Apprentices, ensuring they gain a comprehensive understanding of finance functions within Llanelli Mind. Delegate appropriate tasks to apprentices and provide constructive feedback. Work flexibly to meet the evolving financial needs of the service. Collaborate with the CEO to ensure the financial procedures policy is current and adequate. Work with the CEO to support the BoT in formulating and regularly reviewing the financial interests of the organisation, enabling effective governance.
- Application pack access via our website vacancies page
Job Type: Part-time
Pay: £24,338.60 per year
Expected hours: 30 per week
Benefits:
- Company pension
- Sick pay
Schedule:
- Monday to Friday
Work Location: Hybrid remote in Llanelli SA15 1SA
Application deadline: 18/06/2025
