The Hamlet Centre Trust Job Description and Person Specification

Finance Assistant

Head Office, St Leonards Road, NR1

Salary Scale: £15,295.20 pro rota. 10 hours per week with opportunities for additional hours ad-hoc.

Job Purpose

To provide business support to the finance department 10 hours per week

(working days/hours are negotiable within Monday-Friday 9am-4pm)

Management: The post will be managed by the Finance and Central Services Manager.

Finance Assistant - Accounts Payable

  • Ensure supplier invoices are received/recorded and sent to senior managers for coding and authorisation
  • Enter supplier invoices onto Sage once authorised ensuring correct accounts and coding are used
  • Prepare a fortnightly payment run, checking for duplicate and overdue invoices (bearing in mind payment terms)
  • Check and enter invoices from purchase card transaction log at the end of each month
  • Keep up to date records of contracts across the charity and support services, to get the best value for money
  • Have an understanding of monthly & quarterly costs to ensure invoices are received, accruals and prepayments are highlighted, and statements of accounts are reconciled
  • Follow up queries with suppliers as required
  • Ensure supplier filing is kept up to date and records are complete
  • Support the finance team with holiday/sickness cover
  • Support with counting/checking of collection tins

General

  • Support the work of the Finance and Central Services Manager as required in developing financial systems for The Hamlet
  • Support the procurement of goods and services in liaison with managers
  • Provide information as required to Managers and others to support the running of The Hamlet

• Communicate with a range of suppliers, supporters and trustees.

• To attend team meetings and be willing to contribute to other team activities as requested

• Attend training as required to meet the needs of the job

Conduct

• The post holder is a representative of The Hamlet and must consider appropriate dress and conduct.

Other

• Any other reasonable task which may be necessary from time to time.

Person Specification

Essential

  • Administrative and IT skills (including Outlook, Word & Excel)
  • Financial accounting basic knowledge/understanding
  • General office experience
  • The ability to organise workload and to meet deadlines
  • High standard of written and spoken English
  • High standard of numeracy
  • Excellent communication skills, written, verbal and interpersonal
  • Team player
  • Attention to detail to ensure information is accurate
  • Commitment to equal opportunities

Desirable

  • Experience of using databases such as SAGE

Job Holders Signature: Date:

Managers Signature: Date:

December 2017