Job Title

Finance Coordinator

Department

Finance and Resources

Reports to

Finance Manager

Purpose of Role

To assist and support the Finance Manager and in delivering a first-class finance to the organisation; also providing ad hoc administrative support to colleagues within the wider Finance & Resources team

Key Accountabilities

Payment processing

·       Input and code invoices to the organisation’s finance system ensuring authorisations are made by the appropriate budget holder.

·       Maintain the purchase ledger – set up new existing accounts and manage the organisation’s payments to ensure that invoices are paid in line with payment terms.

·       Process staff expense claims ensuring expenditure is within policy and reimbursement to staff is carried out promptly.

·       Prepare biweekly payment runs.

·       Process company credit card returns to the ledger in line with the month-end timetable.

·       Monitor the generic email address for Finance, making sure all requests are dealt with in a timely manner

·       Process grant invoices checking compliance with AF internal controls

·       Provide cover for Finance Manager in processing the payment run (Bacs and PTX)

Income receipts

·       Raise ad hoc sales invoices on a timely basis

·       Maintain the sales ledger – set up new accounts, update details and uphold integrity of data.

Bank and cash

·       Ensure that cheques and CAF vouchers received are recorded, posted and banked on a timely manner.

·       Posting all income and expenditure to the general ledger from the organisation’s various bank accounts on a regular basis

·       Reconcile all bank accounts at the month-end

·       Reconcile CAF vouchers income

·       Provide Administrator cover for Credit Card

Accounting

·       Reconcile balance sheet accounts required, identify discrepancies and proposing journals to correct and maintain the integrity of the general ledger in line with the month end timetable

·       Maintain metrics around processing times and departmental performance for review by the Director of Finance & Resources

·       Help to maintain the finance month end timetable and organise teams meetings 

Payroll

·       Prepare monthly payroll, update Financial HR records and other ad hoc payroll transactions

·       Provide cover for Finance Manager in processing the payroll (Bacs, Xero and PTX)

·       Keep track of monthly payroll changes as indicated by HR

·       Update employee records in the payroll software

·       Deal with general payroll queries from AF employees.

Other Activities, Duties and Responsibilities

·       Other ad hoc support to the organisation as requested and involvement in the life of the organisation.

·       Train new starters on how to raise POs, approve purchase invoices in the finance system

·       Update approval workflows, allocate users permissions and set up new income and expenses codes in the finance system

·       Prepare Gift Aid claims for the Finance Manager to review and submit

·       Review current processes and procedures for optimisation

Reporting Lines

Reports directly to the Finance Manager. Part of the Finance & Resources team

Other key relationships

·       Management Accountants

·       Head of Finance

·       Director of Finance & Resources

Person Specification

Essential

Qualifications

·       5 GCSE or equivalent or equivalent experience

Desirable

·       Part qualified and working towards an accounting qualification (e.g. AAT, ACCA, CIMA)

Knowledge

·       IT literacy including Excel, Word, Outlook

·       A good knowledge of accounting principles, procedures and controls

·       Knowledge of Microsoft Business Central (Navision) or similar Financial Systems

·       Knowledge of HR processes and procedures

·       Knowledge of Xero Payroll

Skills/Abilities/Competencies

·       Excellent data input and spreadsheet skills

·       Consistency and accuracy in processing transactions and the ability to identify, investigate and resolve discrepancies

·       Good communication skills

·       Ability to work as part of a team and on own initiative

·       Ability to plan and prioritise.

Experience

·       Experience working in a Finance department.

·       Purchase and Sales ledger procedures

·       Preparing payment runs

·       Preparing payroll

·       Posting financial transactions

·       Administration of Credit Card

Personal Attributes

·       Initiative and ‘hands on’ approach.

·       Strong attention to detail

·       Discretion and ability to maintain confidentiality

·       Willingness to learn

·       An interest in the Arts