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Page 4 of 29
London, Greater London (Hybrid)
£18,600 per year
Part-time (Part -Time 21 hours per week)
Contract (6 months)
Job description

About Hammersmith, Fulham, Ealing, and Hounslow Mind

We’re Hammersmith, Fulham, Ealing and Hounslow Mind, part of Mind the mental health charity. We won’t give up until everyone experiencing a mental health problem gets support and respect. We provide advice and support to empower anybody experiencing a mental health problem and we campaign to improve services, raise awareness, and promote understanding.

We work in Hammersmith, Fulham, Ealing, and Hounslow and have a range of services and products to help children, young people and adults maintain and regain their mental health. We work with employers, partners, community groups and other charities to achieve our aims.

 

Purpose of the Job

This is a key role within a small and busy finance team. The postholder is responsible for a range of transaction processing and finance administration; mostly focused on purchase ledger, sales ledger, assisting with the month-end process, and plays a vital role in upholding HFEH Mind’s financial controls.

Working closely with the Finance Manager, the Finance Officer will also need to communicate effectively with staff across the organisation and a wide range of suppliers to help resolve queries and ensure that the purchase and sales ledger processes are operating efficiently and effectively. Excellent organisational skills, the ability to prioritise to achieve internal reporting deadlines, and meticulous attention to detail, are critical for this role.
 

 

Job Description

Purchase and payments

  • Ensure all invoices, expenses and credit notes received are processed following the agreed systems and controls.
  • Process invoices and expenses into the accounting system.
  • Creation of twice weekly and ad-hoc pay runs.
  • Process and pay file generated into the bank software.
  • Produce and send out remittances.
  • Aged creditors review monthly
  • Oversee that authorisation processes are being followed by staff.
  • Process staff expense claims following the agreed systems and controls.
  • Organise and process occasional cash floats and petty cash, ensuring unspent cash is accounted for and all transactions evidenced and recorded.

Card purchases

  • Oversee day to day administration of card purchases, ensuring cardholders upload receipts and code transactions by the stated month end deadlines.
  • Transfer fully evidenced and coded transactions from credit card template to Sage
  • Reconcile transactions to the bank statements

Sales

  • Raise sales invoices as requested and per income schedule.
  • Sending out sales invoices to customers.
  • Creation of a debtors report twice a month and distribute.
  • Coordinate with operational staff for the recovery of debt; escalating in line with procedures.
  • Posting cash receipts and allocate to the relevant invoice.
  • Aged debts management

Banking

  • Reconcile banking on a timely basis
  • Post direct debit payments

Inbox management and other queries

  • Daily review of new messages received into the finance email inbox from staff, suppliers and other parties, dealing with queries directly where possible.
  • Be especially vigilant about phishing, Malware / spam emails which are common in generically named inboxes and following all data protection guidance given.
  • For more involved queries, liaise with and assist other finance team members to resolve them appropriately; maintain responsibility for ensuring they are resolved.
  • Excellent organisation and administration of both inboxes, to ensure the status of queries is clear at all times and appropriate records are kept on file.

Other regular tasks

  • Support the Finance Manager with weekly payroll administration, for example communications with staff members regarding timesheets and new starter information.
  • Pay cheques and cash into the bank account, including accurate completion of banking.
  • Withdraw cash from the bank as necessary
  • Lead on ensuring the digital filing structure is adhered to and support the rest of the team with scanning and filing as needed.
  • Lead on the archiving of paper documents stored in the office.
  • Assist with other tasks appropriate to your level of training where needed, to help ensure that the finance function operates effectively, including providing cover where staff are sick or taking annual leave.
  • Work to the month end deadlines agreed within the finance team, to ensure timely production of management accounts and internal reports.
  • Take responsibility for your continuous professional development, ensuring you maintain up to date knowledge of relevant financial legislation, accounting standards, good practice and new initiatives as relevant to the Mental Health and charity sectors.
  • Uphold and embody all HFEH Mind company policies, including but not limited to Equality & Diversity, Dignity at Work, Health and Safety and Code of Conduct for Staff
  • Attend any training required by the organisation.
  • Any other duties reasonably required to support the Finance team.

This job description outlines the general ways in which it is expected you will meet the overall requirements of this post. The list of tasks is not an exclusive one and HFEH Mind may vary duties from time to time. This job description is subject to regular review.

Application resources
Posted by
Hammersmith, Fulham, Ealing and Hounslow Mind View profile Organisation type Registered Charity Company size 101 - 500

We’re here to make sure that everyone suffering with a mental health problem gets the help they need to recover.

Posted on: Wednesday, 2 July 2025
Closing date: 01 August 2025 at 23:30
Tags: Finance, Accounting, Mental Health

The client requests no contact from agencies or media sales.