August 2015 Job Description Business Support Assistant HQ

August 2015 Job Description Business Support Assistant HQ

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


  • 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


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


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

Person Specification


  • 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


  • Experience of using databases such as SAGE

Job Holders Signature: Date:

Managers Signature: Date:

December 2017