JOB DESCRIPTION

This Job Description is indicative only, and does not form part of the Statement of Terms and Conditions or Contract of Employment of the post holder.

The job as described will be reviewed on a regular basis to respond to the changing needs of the post and of the organisation.

Job Title: / Bookkeeper
Base: / Huntley House, 119 London Street, Reading, RG1 4QA
Employer: / Age UK Berkshire:
Company No. 7928260 & Charity No. 1146462
Hours of work: / 15 hours per week
Salary: / £18,750 pro rata
Responsible to: / Commercial Manager
Responsible for: / Volunteers undertaking financial administration
Terms and Conditions: / All terms and conditions are in accordance with the standard terms and conditions of employment of Age UK Berkshire.
Details of these can be found in your Contract (Statement of Terms and Conditions of Employment).
Special Conditions: / Local travel during work may be required, for which mileage allowance or public transport costs will be paid.
Occasional evening and weekend work may be necessary, for which time off in lieu on an hour-by-hour basis is allowed.
Date this Job Description was last reviewed: / 19/05/15

JOB SUMMARY

Maintain sales ledger, including generating invoices and managing receipts.

Maintain cash books, posting transaction to Sage Line 50, including preparing paying into the bank.

Purchase ledger invoices, including employee and volunteer expense reimbursements. Maintain petty cash.

Generally provide cover to the Commercial Manager.

Main Duties:

  1. To support the Commercial Manager in the day-to-day running of the finances of Age UK Berkshire and of Age UK Berkshire Trading Ltd.
  2. To process cash, cheques and types of other income for all services and product lines to ensure these are accurately recorded.
  3. To ensure that banking of income and collection of cash, etc., is undertaken in a safe, secure and timely manner.
  4. To receive payment requests andprocess these as required; to raise sales invoices and process these as required.
  5. To use Sage and other systems as needed tocomprehensively maintain records of income and expenditure for all Age UK Berkshire’s services, ensuring differentiation between services,Unrestricted and Restricted Funds, is clearly recorded.
    To undertake the same for Age UK Berkshire Trading Ltd. and to ensure that charitable and commercial systems are separated as necessary.
  6. To reconcile balance sheet accounts, including those processed using Sage and other systems on an agreed regular basis; to bring any discrepancies to the attention of the Commercial Manager to take necessary action.
  7. To maintain database records for employeesand volunteers, including bank details for expenses payments, sickness absences, etc.; to liaise with Managers in keeping these up-to-date as needed.
  8. To consult with Service Managers, to process employees’ and volunteers’ monthly expenses and ensure that payments are made through appropriate systems.
  9. To follow-up unpaid invoices and other monies owing; to answer supplier queries about payments; to liaise with the Commercial Manager in these tasks as needed.
  10. To manage volunteers who support financial administration by liaising with the Commercial Manager and the Volunteering & Social Inclusion Manager as needed.
  11. To manage the needs of the Financial Advocacy team for complete information about customers’ finances and produce regular information as requested.
  12. In association with the Financial Advocacy team to process, record, disburse and collect cash, invoices and payments from Financial Advocacy volunteers.
  13. To fully comply with all financial procedures[1] in undertaking these duties
  14. To undertake relevant training to maintain skills and knowledge necessary for this post.
  15. To comply with all Age UK Berkshire policies and procedures and with all relevant legislation.
  16. To carry out any other duties, commensurate with the rate of pay and grading, as may from time to time be assigned by the Directors of Age UK Berkshire.

PERSON SPECIFICATION:

Experience / How measured?
Paid or voluntary work in a busy office with changing priorities / A
Financial processing in a small or medium-sized enterprise / A
Computerised systems in financial processing, ideally Sage 50 / A
Payroll systems or work with outsourced payroll companies / A
Knowledge and understanding
The need for cost-centre-based financial management / I
Reconciliation of accounts and need for ‘month’s end closure’ / I
A broad outline understanding of the principles of charitable finances including Restricted Income and Gift Aid / A
Outline understanding of the not-for-personal-profit/charitable sector / A, I
Skills and abilities
Highly-accurate numeracy skills with attention to detail; good literacy skills / A, I
Methodological approach to all areas of work / I
Demonstrable use of appropriate Information Technology systems / A, I
Strong reconciliation skills / I
Excellent communication skills with Managers, employees, volunteers, suppliers and funders / A, I
Work under pressure and to deadlines where appropriate / I
Work on own initiative, flexibly & to the needs of the organisation and service / I
Work closely with colleagues and as part of the Finance Team / I, A
Self-servicing for own administrational needs / A, I
Training and qualifications
Demonstrable commitment to continuing professional development / A
Desirable: AAT qualified/part-qualified or equivalent/qualified by experience; OR working towards qualification / A
Other
Commitment to the values and ethos of Age UK Berkshire / I
Commitment to the principles of equality of opportunity and confidentiality / I
Ability to travel across the area of benefit / A, I

In your application form, you should endeavour to clearly show as many of the APPLICATION (A) criteria above as is possible, in order to be short-listed for interview.
If you don’t tell us clearly, we’re less likely to short-list you!

Where INTERVIEW (I) criteria are shown, interview questions and procedures will be set to bring out these criteria (i.e. you will be asked to demonstrate/prove those things); in particular, for any area described above as “proven” or “demonstrable”, we will require you to actively prove or demonstrate your experience, understanding, skills or ability in that area.

1

[1]Financial procedures are for compliance with Age UK Berkshire, Age UK Berkshire Trading Ltd., Charities Commission, Companies House, Age UK Enterprises Ltd. and the Financial Services Authority’s requirements. These procedures give limits to each person’s financial authority and responsibility.