CFWI Seeks Finance Administrator

The Cornwall Federation of Women’s Institutes is currently seeking a Finance Administrator. Please read through the following job description and person specification. Does this sound like you? Do you have a friend or family member who might be suitable for the position?

If so, please forward a CV and covering letter to Federation Secretary, Julia Pascoe, on, or to CFWI, Chy Noweth an Conteth, Truro Business Park, Threemilestone, Truro TR4 9NH.

Based at our purpose built headquarters in Threemilestone, Truro, you will work as part of a small team supporting the Federation Chair, Board of Trustees and 3,000 members of the WI in Cornwall. You will also have the opportunity to be involved with WI members and events across the county.

You will work 3 days per week (21 hours in total), one of which must be Tuesday. Our office hours are Monday-Thursday.


  • A highly motivated, organised, flexible and enthusiastic individual to provide accurate and timely financial and administrative services to CFWI. This includes the management and preparation of accounts, payroll and the end of year financial information, using the Sage Computerised Accounts System.
  • The job holder will perform any other duties as may reasonably be required by their line manager.
  • The job description and person specification may be reviewed on an ongoing basis in accordance with the changing needs of the organisation.


  • To provide financial and administrative support to CFWI.
  • To supply the relevant information required for financial management, to support the organisation by checking and sending invoices for payment in a timely manner.
  • To liaise and work closely with the Federation Treasurer.
  • To make online payments, paying suppliers and reimbursing expenses after authorisation by the Federation Treasurer.
  • To run and collate financial reports to the Office and Finance Sub-Committee and the Board of Trustees on a monthly basis.
  • To key financial data into the Sage Computerised Accounts System and reconcile computerised data with bank statements including the transfer of funds, as necessary.
  • To assist the Federation Treasurer and external accounts advisor of the preparation of budgets.
  • To provide financial reports after each Federation event to the organiser and Board of Trustees.
  • To provide financial reports to the sub-committee chairs before each meeting.
  • To ensure the newsletter database is up to date.
  • To prepare envelopes for newsletter and monthly mailings, to pack and check quantities and weights.
  • To assist with preparation of the necessary paperwork for the Royal Cornwall Show and the Annual Council Meeting.
  • To process purchase and sales invoices and to prepare banking envelopes.
  • To receive payments and record in Sage and Excel.
  • To assist with compiling year-end financial paperwork for the accountant, including the annual stock take.
  • To provide monthly financial reports for the Board of Trustees and sub-committee meetings.
  • To administer petty cash and provide floats for events.
  • To apply for and administer Gift Aid applications.
  • To attend the Annual Council Meeting and Royal Cornwall Show to assist with sales and cash collection.
  • To manage postage stamps sales.
  • To update annual accounts archives
  • To maintain effective electronic and paper filing systems, to ensure that information is kept securely and is accessible to other members of the organisation as appropriate.
  • To undertake administrative duties such as ordering WI Shop sales, stationery and diaries and to monitor stock levels.
  • In conjunction with the Federation Secretary, to check applications and prepare ‘pooling of fares’ cash.
  • To manage the payments for bulb orders.
  • To carry out any other duties as required, commensurate with the post.


  • To answer telephone calls and to use own initiative to deal with queries and messages.
  • To respond to or forward emails.
  • To unlock the car park and building, deactivate alarms and follow the car park procedure.
  • To check the post box.
  • To open and date stamp all incoming post including bank statements with any incoming post for Trustees to be placed in designated folders.
  • To liaise with Receptionist regarding event bookings.
  • To manage outgoing post in franking bag.
  • To manage shredding machine following CFWI procedure.
  • To manage room hire according to CFWI procedure.
  • To prepare meeting rooms and mileage claim sheet as required.
  • To work together with other members of the team to provide effective communication, including dealing with visitors.
  • To be flexible to cover other staff members’ general duties and carry out other appropriate delegated duties as required.

Knowledge Training and Experience:

  • Education (state requirements)
  • Significant financial and administrative experience
  • Demonstrable experience in dealing with the public
  • Knowledge of IT systems and software programmes such as Outlook, Word, Excel, PowerPoint, Sage and Access
  • Understanding of confidentiality and Data Protection Act

Communication Skills:

  • Clear communicator with excellent writing, data entry and presentation skills and capable of delivering clear information to the organisation
  • Ability to work under pressure and able to multitask
  • Effective teamworking

Equality and Diversity:

  • Understanding of and commitment to equality of opportunity and good working relationships


  • Ability to work without supervision
  • Able to work on own initiative, organising and prioritising own and other workloads to changing and often tight deadlines


  • Ability to maintain confidentiality and trust
  • Professional, calm and efficient manner
  • Commitment to continuing professional development
  • Positive and flexible approach to work

Job Type: Part-time
Salary: £11.00 per hour
Expected hours: 21 per week

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