JOB TITLE: Finance Assistant
RESPONSIBLE TO: Chief Executive Officer
HOURS OF WORK: 12 hours per week – Worked flexibly across Mon-Thurs
LOCATION: Dove Cottage Day Hospice
ROLE PURPOSE
To provide robust, accurate and up-to-date financial information for the organisation, particularly regarding the charity retail shops and tearoom. This includes processing financial documents, performing accounting work, and completing financial administrative tasks.
DUTIES AND RESPONSIBILITIES
1. INCOME
Weekly:
* Collect, reconcile & bank cash takings.
* Collect, check & replenish the Stathern till Change Float (£125).
* Collect, reconcile & replenish the Stathern Petty Cash Float (£50).
* Monitor the bank accounts.
* Transfer income from charity shops bank accounts as and when appropriate.
Monthly:
* Calculate the tax on new goods sales within the retail outlets, enter onto SAGE alongside all incoming cash takings.
* Reconcile all credit card takings with EPR & the monthly Streamline statements.
* Enter all credit card takings onto SAGE.
* Enter income from Izettle/EBay/Vinted/Depop/World of Books onto SAGE.
* Prepare the month-end income Journals for the Tearoom and income transfer Journals for the Shops (e.g. Donations/Prize Draw income).
* Set up Accruals/Prepayments on any item or service over £1,000.
Quarterly:
* Prepare and submit quarterly VAT return, if required.
1. EXPENDITURE
Weekly:
* Collate all invoices & submit to the Retail Manager or CEO for authorisation.
* Enter all invoices onto SAGE & file, as required.
* Set up new suppliers on SAGE and where appropriate on TSB Bank.
* Pay all suppliers.
Monthly:
* Reconcile the Charity shop bank statements.
* Create invoices from the retail outlets for any reimbursements due.
1. GIFT AID
Make any amendments required to the GA database (e.g. changes of name/address/terminations).
Prepare & submit Gift Aid claims, currently half-yearly.
Prepare monthly GA reports for inclusion in the Charity Shop Accounts.
Work with the Retail Manager regarding ensuring HMRC compliance throughout the Dove Retail GA Scheme, including the roll-out of internal audit processes.
1. EPR – EPOS SOFTWARE
Resolve issues with till reconciliations.
Add new till users.
Create new product bar codes.
1. REPORTING
Prepare all monthly financial reports and sales figures for the retail outlets.
Produce ad hoc reports for the Retail Manager, CEO, or Trustees.
To perform any other administration duties necessary to the post.
SELF DEVELOPMENT
1. Attend training programmes in order to acquire the necessary skills and knowledge to carry out the requirements of the post, including Induction.
2. Maintain an awareness of current and emerging technologies that may be beneficial to the organisation.
COVER
The postholder will be expected to work closely with the other Finance Assistant and cover their essential work during annual leave and sickness absence.
GENERAL:
All staff are subject to Equal Opportunities Legislation, the Data Protection Act, and Dove Cottage Confidentiality Policy.
To carry out and comply with the prevention and control of infection as per Dove Cottage policies and procedures.
All staff are subject to Dove Cottage policies, procedures, and conditions of service, with reference to the Health and Safety at Work Act 1974.
The post holder is responsible for safeguarding the interests of children and adults who they come into contact with during their work. To fulfill these duties, post holders are required to undertake mandatory training to recognise the signs and symptoms of abuse or individuals at risk and to follow Dove Cottage policies relating to safeguarding practice including reporting any concerns that they may have.
Take reasonable care for the health and safety of themselves and of other persons who may be affected by their acts or omissions at work.
Co-operate with their employer as far as is necessary to meet the requirements of the legislation.
All staff should be aware of and aim to contribute to Dove Cottage’s Vision and Mission and also strive to exhibit the Values & Behaviours at all times.
The contents of this job description are not exhaustive and may be amended in accordance with the needs of the service after discussion with the post holder whose agreement will not be unreasonably withheld.
Job Type: Part-time
Pay: From £12.29 per hour
Expected hours: 12 per week
Benefits:
* Company pension
* Flexitime
* Free parking
* Health & wellbeing programme
* On-site parking
Schedule:
* Monday to Friday
Work Location: In person
Application deadline: 12/01/2025
Reference ID: Finance Asst Dec 24
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