Charity Administrator

Jigsaw is a charity that provides support to those visiting someone in prison.

We understand that prisoners' families and friends are impacted by imprisonment of a loved one and we aim to make this time easier for all those affected. 

We have recently been awarded funding to deliver a new service in the community called Inside Out.

Inside Out will provide direct support to children and families in the community, alongside training and awareness raising events to practitioners working in schools, Family Hubs and family support services in West Yorkshire.

The Charity Administrator will work across Jigsaw’s services to provide:

• Financial support
• General administrative support
• Support in the promotion, monitoring and co-ordination of Inside Out activities.

This is funded post for 3 years starting on the 1st January 2026 until December 2028

PRINCIPLE DUTIES AND RESPONSIBILITIES

Finance work

• Monitor and record all income and expenditure related to the project.
• Maintain accurate financial records in line with the charity’s policies and funder requirements.
• Prepare financial reports and updates for the Director, Board of Trustees and external funders.
• Track budget against actual spend and flag any variances or concerns.
• Support preparation of claims, invoices, and reconciliations relating to the project (including bank reconciliations)
• Ensure correct financial entries are made to form accurate monthly management and financial accounts
• Ensure compliance with relevant financial procedures, audit requirements, and funder guidelines.
• Liaise with Jigsaw project staff and suppliers to ensure timely processing of financial transactions.
• Assist in preparing documentation for the annual quality assurance audits and funder reviews.
• Assist Director and other staff in preparing external funding bids, with particular reference to financial costings and financial impacts

Jigsaw service delivery

• Maintain a Perpetual Diary system for report reminders and all relevant issues linked to the effective running of the organisation – e.g. insurance renewals are correct for function and up to date.
• Place orders and purchases to suppliers for all non-food service delivery needs
• Compile monthly stats from staff in regard all activities carried from both establishments

Administration and office work

• Ensure all staff personnel files are kept up to date, and HR related polices are administered and monitored
• Oversee the distribution of Jigsaw polices and procedures for new and existing staff
• Assist with the recruitment of new staff including placing adverts, sending information packs, interviewing, processing DBS for all staff, requesting references, etc
• Manage and prepare relevant staff related activities (e.g. Payroll, holidays, sickness, absences etc.).

• Maintain accurate records of staff and volunteer expenses.
• Keep stationery, uniforms, office equipment stocks up to date, ordering on a timely basis and taking account of cost savings.
• Renew all subscriptions to other organisations and publications
• Liaise with Company Secretary with regards to annual returns

Communication and development

• Attend regular review and performance assessment meetings with the Project Director.
• Attend training courses linked to relevant skills development.
• Comply with Jigsaw’s policies, in particular Health & Safety and Child Protection, and adhere to Prison protocols on confidentiality and security.
• Work in the prison to cover Jigsaw areas of work when necessary 

Supporting Inside Out activities

• Supporting promotion, booking and co-ordination of training activities with schools, early years providers and family hubs,
• Developing promotional materials for Inside Out service
• Supporting monitoring activities and managing correspondence with referrers/families for the Inside Out service

Other

• The post holder will carry out any duties as may be reasonably expected as directed by their line manager. The job description gives a broad overview of the general duties of the post but by the very nature of the role it is not possible to be fully comprehensive. The job description may be changed, after consultation, with the post holder.