JOB PURPOSE & OVERVIEW 

• Ensure financial systems & processes run smoothly
• Perform & record day to day financial transactions
• Assist with credit control
• Submit quarterly VAT returns
• Maintain the Fixed Asset Register
• Support the Executive Officer in preparing the quarterly management accounts & annual budget
• Support the Executive Officer in maintaining appropriate financial controls

 

KEY TASKS and JOB ACTIVITIES:

Regular Financial Transactions

• Accounts Payable:
  • Enter all invoices into QuickBooks
  • Ensure all invoices are authorised appropriately & assist in resolving any invoice issues with suppliers
  • Process invoices for payment via electronic banking once authorised
  • Check all direct debit invoices
  • Process all customer refunds

 

• Accounts receivable:
  • Allocate all customer payments to their accounts within QuickBooks
  • Raise quarterly invoices for tenants/licensees
  • Bank cash & cheques and record deposits in QuickBooks

 

• Reconciliations:
  • Reconcile main current account
  • Reconcile company credit card
  • Reconcile petty cash tin (weekly)

 

Credit Control

Support the Business Manager by:

• Checking deposits are paid in advance of first bookings
• Producing Ageing Debtor reports
• Contacting debtors to request payment of overdue invoices

 

VAT

• Review quarterly exception reports within QuickBooks
• Submit quarterly VAT returns
• Review partial exemption calculation annually

 

Fixed Asset Register

• Ensure additions are added to the Fixed Asset register in accordance with policy
• Enter depreciation charges within the register in accordance with policy

 

Management Accounts & Budget

Support the Executive Officer by:

• Ensuring QuickBooks is kept up to date so that management accounts are accurate
• Reviewing the use of classes & memos etc. within QuickBooks
• Entering the annual budget into QuickBooks once agreed

 

Financial Controls

• Be familiar with the organisation’s financial policies & controls
• Support the Executive Officer in monitoring & maintaining them

 

General

• Attend staff meetings as directed
• Adhere to all health & safety policies
• Undertake appropriate staff training as directed
• Adhere to the organisation’s safeguarding policy
• Perform general office duties e.g. answering phone calls, opening mail etc.
• When required, support the business by assisting with practical arrangements for bookings e.g. preparing hot drinks, setting up rooms, directing customers to rooms etc.
• Any other tasks reasonably requested by your line manager