ACCOUNTS ASSISTANT
Job title / Accounts Assistant
Department / Finance function
Reporting to / Finance Manager
Pay Grade / Grade 3
Reports / Direct: None
Location / Support Centre, Oxford
Budget / Income: Nil
Expenditure Nil
Main job purpose /
- To process purchase ledger transactions.
- To process sales ledger transactions.
- To process bank and cash transactions.
- To maintain accurate accountancy records.
- To produce management information as requested.
- Provide a professional function within finance
- Support other finance staff in theirrole.
- Support other colleagues in their YE role.
KEY TASKS AND TARGET OUTCOMES
TASK /TARGET OUTCOME
Process the purchase ledger in line with the authorisation and payment procedures. / Consistent and accurate processing of expenditure.Ensure invoices are raised and receipts are properly recorded. / Consistent and accurate processing of income.
Bank and cash transactions are properly recorded / The bank and petty cash accounts are in a position to be accurately reconciled on at least a weekly basis.
Review aged debtors and creditors on a regular basis – minimum monthly. / Management knows all assets and liabilities are properly recorded and monitored.
Chase aged debtors through advising colleagues or by direct credit control. / Credit control is managed on a regular basis and aged debtors are closely monitored to aid cashflow.
Process the staff expenses in line with the authorisation and payment procedures. / Staff are monitored for expense claims and reimbursed on a timely basis.
Perform administration tasks including correspondence with suppliers and answering staff queries. / The professional service of the finance team is maintained.
The above tasks are not an exhaustive list of duties and you will be expected to perform different tasks as necessitated by your changing role within the charity and its overall objectives.
SKILLS/ ATTRIBUTES/ KNOWLEDGE/ EXPERIENCE
Essential
/ Excellent administration, organisation and communication skills.Accurate at data input and confident using numbers.
Capable of identifying required tasks and undertaking them without undue supervision.
Capable of testing and implementing administrative procedures.
Capable of preserving confidentiality of sensitive information.
Confident use of the Internet as well as standard office IT packages.
Desirable
/ Practical and confident use of Sage Line 50 and Microsoft Excel.Bookkeeping or accountancy experience.
Experience of the not for profit/charity sector.
Strong time management skills and prioritisation.
Brief description of job
The role is to provide Senior Management of Young Enterprise with the management information to ensure that they have a clear picture of the current financial position.
The role is broken down into the following tasks:
Purchase Ledger
Register purchase invoices for authorisation
Posting purchase invoices in Sage
Paying invoices by cheque and e-banking
Posting payments in Sage
Reconcile purchase orders to invoices
Checking and obtaining supplier statements
Income Ledger
Generating income invoices in Sage
Confirming payment of invoices
Issuing receipts
Posting receipts in Sage
Credit control on aged debtors
Maintenance of Funding Summary
Bank
Posting Direct Debits and Standing Orders in Sage
Posting payments and receipts in Sage
General
Sort post
Filing
Checking monthly expenses
Posting journals in Sage
Answer supplier queries
Answer staff queries
Making Gift Aid claims
Produce ad hoc reports
Job Description – June 2011Page1 of 3