GARDEN COURT CHAMBERS LIMITED

ACCOUNTS ASSISTANT

Reporting to: Financial Controller

Job description

Duties

Accounts & Admin

  • Purchase Ledger Control:

- Ensuring all supplier invoices, internal expense claim forms (inc. pupils) and credit card transactions are recorded in Sage 50 Accounts in a timely manner and against the appropriate budget (also team and events code where applicable)

- Ensuring supplier invoices and expense claim forms are correctly authorised and passed for payment within supplier payment terms (unless there is a query with invoice)

- Maintain filing system for paid supplier invoices, expense claim forms and credit card statements/receipts

-

  • Special Fund/Charities Aid Foundation (CAF):

- Preparing and reconciling Special Fund Account

- Arranging payment for all long term and short term donations authorised by Special Fund Treasurer

- Submitting CAF applications for Barristers

- Arranging payment to individual Barristers’ CAF account on an adhoc basis

- Ensuring gift aid is received on all payments made to CAF for individual Barristers

- Ensure funds are transferred from individual Barristers’ CAF accounts to Group CAF account

-

  • Maintain up to date bank reconciliation for Limited Company’s bank account
  • Arranging lodgements for all cheques received for Limited Company
  • Posting lodgements, IBB and cheque payments into Sage 50 Accounts
  • Arranging cheque payments where applicable
  • Recording monthly petty cash journal into Sage 50 Accounts and ensuring balance reconciles with spreadsheet maintained by Admin Team
  • Assist with the preparation of annual audit file and documents for External Auditors
  • Invoicing external customers for events and use of facilities
  • Ensuring Limited Company’s’ quarterly VAT Return is submitted and paid in a timely manner
  • Producing details of any expenditures rechargeable to Pupils/Staff/Barristers
  • Ensure pupils travel expenses paid by Limited Company are recorded in LEX case record.

Fees Clerking

  • Ensuring all cheques received for Barristers and transactions on weekly LAA statements are accurately recorded in LEX Software and receipts are emailed to Barrister/Client
  • Arranging lodgement for Barrister group cheques and ensuring payment is distributed via BACS to Barristers once cleared funds are available
  • Arranging lodgement for Barristers’ cheques in Barristers Fees Account (where applicable)
  • Distributing Barristers’ cheques into pigeon hole (where applicable)
  • Recording all payments received into the Barristers Fees Account into LEX Software and emailing receipts to Barrister/Client
  • Arranging and recording barrister cross payments
  • Recording all payments/recoupments from monthly PSOA statements, not already recorded from weekly LAA remittance advices
  • Scanning and attaching all PSOA statements and weekly LAA statements to individual Barristers record
  • From LAA assessments/redetermination notices; calculating payment split(for criminal cases), recording details/scanning to LEX case records and passing to appropriate person in Revenue Control Team (RCT) for appropriate action
  • Ensuring documents/cheques relating to part payments are saved behind individual case records (except for LAA payments) and notifying RCT via email

Admin work

  • Opening post placed in the Finance Team’s pigeon hole daily and dealing with documents as appropriate
  • Maintain spreadsheet with details of all weekly LAA payment statements
  • Reconciling spreadsheet for weekly carter payments and ensuring payment is made to external advocates
  • Assisting with any other day to day administrative tasks as necessary