Role Profile / Senior Finance Assistant
Purpose of the role / To support the Finance Manager with the day to day running of the department. To ensure that all payments debited and credited through our bank accounts are accounted for. The role holder will work closely with the Finance Assistants training and improving on procedures within the department and will resume responsibility for managing the client and supplier relationships.
Reports to / Finance Manager
Direct Reports / None, but to work closely with and oversee the day to day activitiesof the Finance Assistants, ensuring cover during absence.
Key External Relationships / Clients, bank & suppliers
Key Internal Relationships / Finance team, Partners, fee earners and secretaries
Key Responsibilities /
  • Keep the cash-flow forecast updated
  • Ensure balance on official bodies are maintained (obtain login)
  • Work in Progress/ Support to Fee Earners and Secretaries
  • Work with the fee earners and secretaries to ensure work in progress is kept up to date and any queries are resolved efficiently and effectively
  • Deal with ad-hoc queries from fee earners and secretaries including queries on work in progress and invoices
  • Update the charges ledger, update PSF and keep the partner informed at all times of all changes
  • Ensure the charges on the system and the firms charges are reconciled at all times
  • Run the overnight update of time sheet from INPRO to PSF
  • Raise credit notes for secretaries (reversing the charges back to WIP)
  • Oversee the entering of WIP charges onto PSF for fee earners and secretaries to bill
  • Ensuring timely payments made to HMRC for VAT and NI and PAYE
  • Entering new users to PSF
  • Issue season tickets loans as requested by HR
  • Amending hard copy invoices
  • Weekly submission of ABF invoicing data
  • Assist Financial Controller with retrospective discount calculations for various clients
  • Assist Financial Controller with preparation of monthly management accounts pack and month-end journals, balance sheet reconciliations
  • Maintain Fixed assets register and depreciation log
  • Assist Financial Controller with preparation and submission of quarterly VAT return and EC list / ESL return
  • Deal with ad-hoc tasks delegated by the Financial Controller and support team with on-going projects
SALES LEDGER
  • Develop a close working relationship with the firm’s clients and making sure any queries from them are addressed efficiently, assuming responsibility for clients with complex invoicing requirements
  • Oversee the posting and allocating of cash receipts/ cheques from all clients
  • Oversee the process of incoming cheques and allocation to Sales Ledger
  • Provide monthly status update/commentary on Top 50 Debtors
  • Run quarterly statements and send to all clients
  • Credit control of overseas clients dealing with any queries and supplying requested information
PURCHASE LEDGER
  • Prepare and post all manual bank payments, providing partners with back up paperwork for signing off saving to DMS
RECONCILIATIONS
  • Bank reconciliations
  • Client account monies (held)

Person Specification
Qualifications/Academic Achievement / Finance qualification or relevant experience in Office Accounts role
Technical skills / Computer literate (including good Excel skills)
Experience of using databases and running standard reports
Numeracy and analytical skills
Business skills / High levels of accuracy and attention to detail
Able to multi-task and prioritise – is organised
Organisational/client sensitivity and is highly confidential
Behavioural competences / Excellent interpersonal skills, customer service and a good team player
Good communication skills (verbal and written)
Solution Focused
Flexible and results oriented
Demonstrates initiative and process improvements
Confident and credible
Has a commitment to professional and career development
Hours of Work / Standard office hours but with occasional requirement to work additional hours due to peak times/client needs.
Location / London
Any other requirements