Administrator Bookkeeper

Sport in Mind is an independent mental health charity founded in Berkshire in 2010, with a simple mission:

"To improve the lives of people experiencing mental health problems through sport and physical activity"

Sport in Mind is the UK's leading mental health sports charity, delivering physical activity projects in partnership with the NHS to promote mental wellbeing, improve physical health, combat social isolation and empower people to move their lives forward in a positive direction.

Our services, co-designed by people with personal experience of mental health problems and healthcare professionals, have supported over 14,000 people.


Job Description

Job Title

Administrator Bookkeeper


Reading, Berkshire


£20,000 – £21,000


Job Purpose

Work closely with the Sport in Mind team to provide administrative support for the everyday running of the charity’s services including HR, financial administration and payroll.

Main Duties and Responsibilities

Reporting to the CEO, support the CEO, Development Officers, Coaches, Sessional Staff, Volunteers and Trustees.  Deliver a high-quality service for participants, maintaining the highly regarded reputation that the charity has gained.

General Charity Administration:

  • Responding to enquiries from all communication sources (e.g. telephone, email, social media)
  • Support participant referrals from GPs though NHS to sessions
  • Organise and store participant paperwork adhering to GDPR regulations
  • HR administration in connection with employee and coaches, starters and leavers, recruitment or any other matters
  • Maintaining absence calendar
  • Ensure all coaches (and employees where appropriate) have valid certifications relevant to their work and recording these
  • Administrating timesheets for sports coaches
  • Booking travel for staff
  • Data entry
  • DocuSign administration
  • Dealing with fundraising entries
  • Organising postage and couriers
  • Collecting post from Rivermead office as required
  • Office Management: ensuring the office is kept tidy and presentable for external visitors
  • Occasionally take meeting minutes, write up and distribute
  • Attend and support internal and external events when appropriate and necessary
  • Support with ad-hoc charitable matters

Bookkeeping Responsibilities including: 

  • Procurement and Purchase Order Processing for team members
  • Processing invoices
  • Dealing with expense claims
  • Sales Order Processing for Webstore Stock (branded merchandise sold from the charity’s webstore)
  • Cash, Phone and Website donation processing
  • Dealing with ‘Sum Up’ (credit card payment system)
  • Closure of the financial ledgers on a monthly basis
  • Dealing with Gift Aid Claims on behalf of the charity
  • Completing VAT returns
  • Banking
  • Setting up new activity codes in finance system
  • Dealing with insurance renewals (c. 3 per year)
  • Payroll administration, working with the CEO and accountancy firm
  • Maintaining Fixed Asset Register
  • Running reports as required

Special/Other Requirements/Responsibilities of this Post

Level of DBS check required for this post

Enhanced with a check of the barring list(s)

If *, does the post require a check against the list of people barred from working with vulnerable adults?


If *, does the post require a check against the list of people barred from working with children?


What other security/safer recruitment clearances are required for this post? (excluding standard identity/work permit/education qualification checks)


Responsibility for Health & Safety:


Please specify any other Statutory Duties and/or responsibilities of this post not already covered in the “Main Duties & Responsibilities” above


Person Specification


  1. Good education qualifications


  1. Administrative experience (organising, filing, purchasing, invoices and GDPR)
  2. Working with highly confidential information
  3. Financial Systems exposure, particularly Purchase & Sales Ledger (AP/AR)
  4. Communicating through all platforms including social media
  5. Working with vulnerable diverse communities
  6. Data Entry
  7. Money handling

Skills, Abilities & Competencies

  1. Highly organised – effective administration skills
  2. Excellent IT skills
  3. Excellent communication, written and verbal
  4. Excellent interpersonal skills - must bring a positive and enthusiastic image to the service you provide
  5. Ability to work independently and as part of a team
  6. Providing a nurturing and supportive attitude

Specific Working Requirements

  1. Office based with flexibility within the core hours of 8am-6pm
  2. Able to work occasional unsocial hours including weekend, bank holidays and occasional evenings where appropriate
  3. Willing and able to travel to different locations across Berkshire if necessary, on an ad-hoc basis
  4. Commitment to policies and procedures including equal opportunities

To submit a CV or gain any further information please email [email protected]

Closing Date: 23rd July 2021 (midnight)