Finance Coordinator – Temporary to Permanent
About Mind in Havering, Barking & Dagenham
Mind in Havering, Barking & Dagenham (MindHBD) is a local, registered charity affiliated with national Mind. We support people experiencing mental health difficulties across Havering, Barking & Dagenham, helping people towards recovery, greater independence and a better quality of life.
Job Purpose
To provide an effective, accurate and reliable finance function that supports the day-to-day operation of MindHBD and meets the requirements of our funders, auditors, trustees and other stakeholders.
The Finance Coordinator will be responsible for the day-to-day administration and coordination of the organisation’s financial processes, ensuring financial information is accurate, up to date and appropriately recorded.
The role will contribute to the preparation of management information, budgets, forecasts and financial reports, while supporting managers and Directors to understand their financial position and identify potential risks at an early stage.
The postholder will also support audit and compliance requirements and contribute to the ongoing improvement of financial systems, processes and controls.
Key Responsibilities
Financial administration and accounting
- Maintain accurate and up-to-date accounting records and financial information.
- Process and maintain accounting entries in line with organisational procedures and financial controls.
- Manage accounts payable and accounts receivable processes, including processing invoices and monitoring outstanding amounts.
- Review and process staff expenses and other reimbursement claims in accordance with organisational policies.
- Maintain accurate records of invoices, payments, liabilities and other financial transactions.
- Monitor organisational liabilities, including insurance premiums and other recurring commitments.
- Investigate and resolve financial discrepancies, escalating issues where appropriate.
- Ensure financial records are maintained in a clear and auditable format.
- Use Sage and other relevant finance systems accurately and effectively.
Management accounts, budgets and reporting
- Support the preparation of monthly and quarterly financial reports and management accounts.
- Produce monthly budget versus actual reports within agreed timescales, identifying and highlighting significant variances, risks and trends.
- Prepare project budget reports for Service Managers and Directors.
- Work with budget holders to clarify financial information and understand the reasons for significant variances.
- Proactively identify and escalate potential overspends, underspends, funding pressures and other financial risks.
- Assist with the preparation and monitoring of organisational and project budgets.
- Support the preparation of financial projections, cash flow information and multi-year forecasts.
- Provide accurate and timely financial information to support management decision-making.
Payroll and staff-related finance
- Support the payroll process, ensuring relevant financial and payroll information is accurate, complete and submitted within agreed timescales.
- Check payroll-related information carefully and raise any discrepancies or queries promptly.
- Process staff expenses and reimbursements in accordance with organisational procedures.
- Handle sensitive employee and financial information with a high level of confidentiality and discretion.
Audit, compliance and financial controls
- Assist with the preparation of accurate financial information and clear, auditable working papers for external audit and other assurance requirements.
- Support compliance with relevant accounting requirements, Charity SORP and organisational financial procedures.
- Work with external auditors by providing requested information and supporting documentation within agreed timescales.
- Support the implementation and monitoring of recommendations arising from audit and financial reviews.
- Maintain appropriate financial records and evidence to support audit readiness throughout the year.
- Follow organisational financial controls and identify opportunities to strengthen processes where appropriate.
Systems and continuous improvement
- Identify opportunities to improve the quality, efficiency and effectiveness of financial processes and reporting.
- Support the development and improvement of finance systems, procedures, controls and reporting.
- Ensure financial information is checked for accuracy and completeness before submission or circulation.
- Take ownership of finance administration processes, monitoring outstanding actions, following up queries and ensuring deadlines are met.
- Proactively seek clarification where financial information, requests or instructions are unclear.
- Maintain accurate and organised financial records to support effective reporting and audit requirements.
Confidentiality and Professional Standards
- Exercise sound judgement, professionalism and discretion when handling sensitive financial, organisational and employee information.
- Maintain appropriate professional boundaries and ensure confidential information is only shared with authorised individuals on a need-to-know basis.
- Work in accordance with MindHBD policies, procedures, financial controls and values.
- Maintain high standards of accuracy, integrity and attention to detail in all areas of financial work.
We will be reviewing applications and interviewing suitable candidates as they are received. We reserve the right to close the vacancy early if a suitable candidate is appointed, so early applications are encouraged. The closing date is 16 October 2026.