Projects & Finance Administrator - Birmingham, United Kingdom - Libraries Connected

Description

• To support the successful delivery of projects.
• To provide administrative support to the Libraries Connected team.
• To support successful financial management.

• To provide administrative support to the Project Manager and Project Boards
• To efficiently manage and organise project paperwork and relevant data in order to provide clear audit trails and support project reporting and evaluation
• To minute project board and other key project meetings
• To support the Finance Manager, including raising invoices, processing expenses and maintaining budget records
• To organise meetings schedules, venues and catering
• To field queries and comments from the libraries and to provide timely

• To engage with participating libraries seeking information as required by

• Reports to the Project Manager
• Supports the Libraries Connected Leadership Team
• Works with the Finance Manager to support effective financial processes
• Works with the Process and Administration Team (PAT) to provide support as needed
• Supports the project boards
• Supports the network of participating libraries and individual library staff

• Supporting project delivery in a multifaceted administrative role
• Managing project documentation and setting up filing systems
• Supporting finance processes, including raising invoices, processing expenses and debt collection
• Organising meetings and events, including booking venues and catering
• Providing secretariat support to multiple boards, including paper distribution, minutetaking and action tracking
• Complex diary management of both internal and external stakeholders
• Collation and presentation of data for various audiences
• Identifying administrative process improvements.

• Essential:_
• Strong administrative skills
• Knowledge of project management processes
• Understanding of financial processes.
• Desirable:_
• An understanding of the public libraries sector or other area of public service delivery.

• Communicating and relationship building
• Excellent verbal and written communication skills; able to build effective working relationships across a diverse group of stakeholders

• Takes a highly organised yet pragmatic approach to project management, always focused on solutions and problem solving.

• Self managing with the ability to manage multiple and very different strands of work, effectively prioritising activities and time
• Excellent organisational skills, with a keen attention to detail
• Excellent communication skills and ability to field queries and issues
• Able to pick up new systems and platforms with ease.

• Confident user of MS Office Tools, especially Word, Excel and PowerPoint
• Confident use of project communication platforms, such as Basecamp
• Confident user of finance management systems, such as Quickbooks
• Confident user of data collection tools, such as Microsoft Forms and Survey Monkey
• Confidently numerate, and ability to manage financial information including via spreadsheets and finance databases.

• This role will be homebased.
• Travel within the UK will be required.
• It is possible to negotiate flexible working across the week.

Libraries Connected (formerly called The Society of Chief Librarians) has 20 years of experience as the professional body representing the 177 Heads of Library Services in England, Wales and Northern Ireland.

LC takes a leading role in the development of public libraries, through sharing best practices, advocating for continuous improvement on behalf of local people, and leading the debate on the future of the public library service.