Human Resources Policies and Procedures
POSITION DESCRIPTION: FINANCE ADMINISTRATOR
SECTION ONE: POSITION TITLE, REPORTING AND STATUS
Position Title: Finance Administrator
Reports to: Executive Director
Location: City of London
Job Status: Mon-Thur
Hours of Work: 30 hours per week
Effective Date: October 2026
SECTION TWO: POSITION SUMMARY
The Finance Administrator manages the financial processes of the organization.
SECION THREE: DUTIES AND RESPONSIBILITIES
The key responsibilities of the Finance Administrator comprise the following:
3.1 Resource to the Executive Director
(i) inform the Executive Director of any relevant legislation, regulations and funder provisions or changes that will have implications for the finances management of the organization;
(ii) prepare background information as required by the Executive Director in relation to the financial of the organization; and
(iii) attend meetings of the Board of Directors as requested by the Executive Director.
3.2 Compliance with Legislation, Regulations, Contractual Obligations and Organizational Policies and Procedures
(i) ensure compliance with applicable, relevant legislation, regulations and funder contractual obligations pertaining to Meals on Wheels London;
(ii) ensure compliance with the policies and procedures of the organization; recommend changes as required;
(iii) inform the Executive Director of any areas of non-compliance with legislation, regulations, funder contractual obligations and/or the policies and procedures of the organization.
3.3 Risk Management
(i) inform the Executive Director of situations that could create potential risk and liabilities for Meals on Wheels London; and
(ii) implement the risk management plan of the organization, as required.
3.4 Operations
(i) participate in the development of an annual operational management plan in collaboration with the Executive Director;
(ii) manage the financial processes of Meals on Wheels London in accordance with applicable legislation, organizational policies and procedures and funder expectations;
(iii) ensure that organizational policies and procedures are implemented and that directly supervised staff employees have proper orientation and training to be informed of these guidelines;
(iv) ensure that the practices, policies and procedures related to the financial processes of the organization are current;
(v) build and maintain effective relationships with the management team and the Auditor;
3.5 Priorities and Outcomes
(i) determine in collaboration with the Executive Director the priorities and outcomes for the financial components of the organization within the context of the strategic plan approved by the Board of Directors;
(ii) monitor and evaluate the results achieved against specified outcomes/indicators of success in the areas of finance; and
(iii) identify to the Executive Director any variances in performance from established outcomes and articulate the corrective action taken.
(iv)determine in collaboration with the Executive Director the facilities need, maintenance and changes for organizational purposes.
3.6 Financial and Human Resources Processes Management
Financial Processes
(i) develop, implement, manage and evaluation of financial processes and accounting functions;
(ii) prepare annual budgets, in collaboration with the Executive Director, based on sound assumptions and credible projections;
(iii) prepare the monthly Financial Reporting Package for the Board of Directors;
(iv) prepare and submit quarterly and annual financial reports to funders based on the specified guidelines;
(v) manage the accounting database and ensure accurate reporting of information;
(vi) manage the Quickbooks accounting software utilized by the organization;
(vii) oversee the accounts receivable and accounts payable functions;
(viii) manage the payroll processes in a timely manner and ensure government remittances are paid by the specified deadline;
(ix) prepare and submit the Annual Registered Charity Information Return;
(x) facilitate the annual audit process and work cooperatively with the Auditor; and
(xi) administer provincially designated funds for the Personal Support Worker Education Program to external organizations according to the funding parameters established by the provincial government in the funding agreement.
3.7 Financial Management
(i) develop the budget for the finance department in collaboration with the Executive Director;
(ii) authorize funding for expenditures related to the finance department within the approved budget(s);
(iii) monitor the financial stability and viability of the financial and human resources department including any identified variances/issues and report to the Executive Director monthly;
3.8 Information Management
(i) ensure appropriate protocols are followed to ensure that personal information of staff and volunteers is protected and safeguarded according to applicable privacy legislation, regulations and best practices; and
(ii) provide oversight on the overall quality and accuracy of any applicable data collection.
3.9 Health and Safety Management
(i) ensure that appropriate and safe working conditions exist to enable directly supervised staff and volunteers to carry out their duties;
(ii) identify and address any identified health and safety issues; and
(iii) advise the Executive Director of health and safety issues that require a broader organizational response.
(iii) ensure physical facilities (i.e. head office, depots) are managed effectively and efficiently and respond to any complaints that are received.
3.10 Communications Management
(i) maintain regular communications with the management team, applicable financial institutions and the Auditor
3.11 Community Relations Management
(i) build partnerships with any applicable financial and human resources professionals and associations; and
(ii) foster an organizational culture that is rooted in integrity.
3.12 Representation of the Organization
(i) represent Meals on Wheels London in external meetings as assigned by the Executive Director.
3.13 Professional Development
(i) participate in a performance evaluation process conducted by the Executive Director and follow up on any stated actions and/or goals; and
(ii) attend professional development opportunities recommended by the Executive Director to enhance overall management knowledge and/or performance.
SECTION FOUR: AUTHORITY
The Executive Director delegates authority to the Finance and Human Resources Manager to:
(i) provide leadership and manage their responsibilities within the established and applicable organizational policies, strategic priorities and performance outcomes;
(ii) manage the Finance processes in an effective and efficient manner; and
(iii) implement the policies and procedures of the organization.
SECTION FIVE: ACCOUNTABILITY
The Finance Administrator is accountable to the Executive Director to:
(i) exercise leadership within a changing context;
(ii) ensure that any applicable legislation, regulations and organizational policies and procedures are not violated;
(iii) ensure that financial responsibilities are delivered within the approved budget;
(iv) ensure that directly supervised staff have the proper support, supervision, orientation and training to carry out their responsibilities;
(iv) ensure a safe, healthy and productive work environment;
(v) maintain a harmonious working relationship with staff and volunteers of Meals on Wheels London;
(vi) provide reliable and timely information to support the management decision-making processes of the organization;
(vii) develop and maintain a positive working relationship with any applicable external professionals (i.e. Auditor);
(viii) ensure that the organization is perceived by the community in a positive manner; and
(ix) minimize any risks and legal liabilities to the organization.
(x) assist with facilities management as needed
SECTION SIX: QUALIFICATIONS
6.1 Education, Professional Designation and Certification Requirements
(i) University Degree or college diploma in accounting and/or related field; and
(ii) CPA certification or equivalent
6.2 Experience, Knowledge and Skill Requirements
(i) three (3) years of financial experience related to job functions;
(ii)experience in working with a non-profit organization;
(iii) knowledge of applicable legislation and regulations, to carry out job responsibilities;
(iv) knowledge and skill to provide professional expertise
(vi) excellent written and verbal communication skills;
(vii) effective and well-developed interpersonal skills;
(viii) requisite computer literacy level to manage the requirements of the position;
(ix) confident and consistent decision-making skills;
(x) resourcefulness and flexibility to meet the needs and the demands of the position;
(xi) ability to work independently and as a team member to achieve outcomes and meet deadlines.
6.3 Effort (Physical and Mental)
(i) ability to work in a fast-paced environment; and
(ii) ability to manage stress related to achievement of organizational performance goals and deadlines.
6.4 Diversity, Equity and Inclusion
(i) Candidates who have experience working with a diverse range of people, and who can contribute to the climate of inclusivity at Meals on Wheels London are encouraged to identify their experiences and potential contributions in their application cover letter.
(ii) Meals on Wheels London invites applications from all qualified individuals. Meals on Wheels London is committed to employment equity and diversity in the workplace and welcomes application from women, members of racialized groups/visible minorities, Indigenous person, persons with disabilities, persons of any sexual orientation, and persons of any gender identity or gender expression. Accommodations are available for applicants with disabilities throughout the recruitment process
SECTION SEVEN: MAJOR CONTACTS
