Administrative Assistant

£17k - £18k + Pension + 25 days paid holiday plus 8 bank holidays

Full Time – Cardiff, Cardiff International Sports Stadium (CF11 8AZ)

Closing date : 27th Sept 2018

We are looking for an efficient, proactive and people orientated administrator to join the operations team based at Welsh Athletics’ head office in Cardiff.

Within this varied role you will be get involved in the processing of day to day financial transactions and maintaining employment records through online systems. 

Supporting both the Finance and HR managers this is a great opportunity to develop skills and expand your knowledge with full training, support and career development opportunities.

Overall purpose of the role

Provide the finance and HR departmental leads with administrative support and act as the single point of contact for telephone calls and emails arriving into Welsh Athletics.

The successful applicant will be working full time in the operations department based at the head office and reporting to the Finance Manager and Office Manager.

Key Accountabilities


  • Prepare, reconcile and post purchase, sales invoices and credit notes to the finance software
  • Maintain and administer the sales and purchase ledgers including helping to resolve queries
  • Take card payments over the telephone and resolve customers invoice and payment queries
  • Assisting with credit control including contacting customers and forwarding copies of invoices
  • Prepare cash floats and petty cash, record receipts, bank cheques and cash and assist in the reconciliation of bank and cash accounts
  • Assist the Finance Manager with monthly routines and reports from our finance software
  • Maintain the organisations corporate credit card account, reconciling statements against the supporting paperwork provided by colleagues
  • Assist in maintaining accurate electronic and paper filing systems for all accounting records


  • Support colleagues with bookings for meeting rooms and vehicles
  • Manage incoming telephone calls to help resolve queries, redirecting calls or taking messages as needed
  • Manage the central office email inbox to respond with directions to information or forwarding on as needed
  • Maintain internal staff directories and help support the roll out of new technologies (e.g. Mobile Apps)
  • Analyse and post to the financial accounts, mobile phone, copier and software subscription bills
  • Assist in implementing and reporting on HR procedures via our web based PeopleHR system
  • Maintain the database of Company Members and assist in preparing and circulating AGM paperwork

Ensuring that all transactioms, procedures and records are complaint with the relevant policies and procedures

To undertake other tasks as required by the department to support business operations.

This job description describes the principal purpose and main elements of the job. It is a guide to the nature and main duties of the job as they exist currently, but it is not intended as a wholly comprehensive or permanent schedule.

Personal Profile

You will be someone with great communication skills who works well in a team, while being willing to help do what’s needed to provide our members with a great service. You’ll also:

  • Be committed to providing an exceptional service to all, colleagues and customers alike
  • Have close attention to detail and confident to query gaps or inconsistencies.
  • Be self-motivated and have a positive ‘can do’ attitude in an office workplace environment
  • Be enthusiastic, contribute to a lively and fun workplace and be willing to learn on the job
  • Be trustworthy and protect confidential information


  • Have good IT skills and be comfortable working with spreadsheets to sort, filter and print data
  • Be able to work steadily through busy times and prioritise the important and urgent tasks
  • Previous work experience, perhaps as a volunteer or previous part or full-time employment


  • Previous experience of finance software packages such as QuickBooks or equivalent.
  • Ability to speak and write in Welsh would help us deliver on our commitment to bilingualism

Want to join our team?

This organisation is committed to safeguarding and promoting the welfare of children and young people and expects all staff and volunteers to share this commitment. We are committed to inclusion and embrace the spirit of all equalities legislation. Where possible we will always make reasonable adjustments for accessibility to anyone who requires it.

To be considered, applicants must have the right to work in the UK. If you are a non-UK/EU national, you must have an appropriate working visa to undertake employment.

Apply here…

Click here to complete our online anonymous equality survey, then return here and click the 'Apply for this Job' button above.

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This role will be appointed using an open and transparent system based on current best practice and will involve an assessment activity relating to the personal profile.

CLOSING DATE for completed applications:  

27th September 2018 with interviews scheduled for the following week 

If you need any assistance in completing your application please contact:

Andrew Thomas :  (029 20 649 844)

Cardiff International Sports Stadium, Leckwith Road, Cardiff, CF11 8AZ