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[24858] - Finance Administrator – Part-time (21 hours per week)

  • Permanent
  • Leatherhead
  • Posted 2 months ago
  • £ 25,000 pro rata

Job Vacancy: Finance Administrator – Part-time (21 hours per week)
Department: Finance & Operations
Reports to: Facilities & IT Manager
Location: Head Office, Leatherhead
Salary: £25,000 per annum (£15,000 pro rata)

Join my client’s Finance and Operations Team within a supportive Charity, supporting families facing unimaginable challenges. Seeking a skilled Finance Administrator to ensure the fleet operates seamlessly, ensuring efficient operations and cost-effectiveness.

Collaborating closely with the Facilities & IT Manager, you’ll oversee all aspects of fleet administration, maintaining accurate records and minimizing disruptions. This is a newly created part-time role.

Key Responsibilities:


  • Coordinate with the Facilities & IT Manager and broker to identify new leases for expiring contracts.
  • Manage the order process efficiently, ensuring minimal disruption during vehicle replacements.
  • Facilitate the end-of-lease process and vehicle returns.
  • Arrange hire cars or short-term leases when necessary.

Vehicle Maintenance:

  • Monitor and organize repairs based on Family Support Worker vehicle check forms.
  • Ensure all leased vehicles are equipped with Telematics trackers.
  • Oversee dashcam installation and functionality.
  • Maintain accurate vehicle journey records.

General Fleet Administration:

  • Serve as the primary point of contact for vehicle-related queries and incidents.
  • Maintain up-to-date records using the Fleet Master spreadsheet.
  • Handle monthly reporting processes, including mileage and speeding reports.
  • Conduct annual driver license checks and update insurance information.
  • Manage monthly supplier invoices and fuel card administration.
  • Stay informed about government fuel rates and toll schemes.
  • Assist with ad hoc requests from management.

General Responsibilities:

  • Provide guidance to colleagues, volunteers, and interns.
  • Ensure compliance with legislation, policies, and best practices.
  • Commit to professional development and performance management.
  • Represent the department and the charity internally and externally.
  • Align with Rainbow Trust Values.

Operational and Project Planning:

  • Develop and manage individual work plans in consultation with the line manager.
  • Take ownership of meeting objectives and KPIs.
  • Monitor progress against targets and report variances.
  • Manage time and resources effectively.


  • Previous experience in fleet administration or similar role preferred.
  • Strong organizational skills and attention to detail.
  • Excellent communication and interpersonal abilities.
  • Proficiency in Microsoft Office Suite and fleet management software.
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