The Finance Assistant will provide financial administrative support for the Finance Team allowing appropriate information to be provided to stakeholders at all times. You will support the implementation of our Finance strategy and have empathy for the work of Teesside Hospice.
You will assist in providing a communication link between the Finance Department and other departments who rely on robust support. The Finance Assistant will be someone who is highly organised and able to work independently as well as collaborate as part of a team.
You will work closely with the Financial Controller to ensure the effective day to day operation of your duties, thus allowing The Financial Controller to prepare timely, complete and accurate management accounts.
Main duties of the job
You will be responsible for reporting from the Charity Shop EPOS system, ensuring all supporting documentation is received and liaising closely with Shop Managers. Other duties include daily logging of donations, bank statement reconciliation, petty cash reconciliation, Gift Aid claims, dealing with queries and all other associated duties, as required.
Good computer skills are critical. Knowledge of Xero Accounting and Raisers Edge is desirable. You must have experience of working in a professional environment. You must be AAT qualified (or similar) or currently studying towards the qualification.
Job responsibilities
Working under the direction of the Finance Director and Financial Controller, undertaking all financial duties as required.
Maintaining confidentiality at all times and complying with the Teesside Hospice policy on Information Governance, thus ensuring security in the management and use of information.
The processing of mail into the department including logging of daily gifts.
Dealing with various financial queries from staff, volunteers and supporters.
Maintaining and developing beneficial working relationships with other departments to further the organisation's objectives.
Training, supervising and giving guidance to volunteers responsible for daily banking and conducting the banking in their absence.
Inputting financial data into the Xero Accounts programme ensuring accurate information is held at all times.
Inputting supporter information and gifts onto Raisers Edge ensuring accurate information is held at all times, including liaising with the Fundraising Team as required.
Carrying out bank reconciliations ensuring that unreconciled transaction reports are reviewed each week to ensure the Cash Handling policy is being adhered to.
Issuing petty cash to claimants, ensuring supporting documentation is received.
Working in accordance with Teesside Hospice financial procedures. Being aware of financial control procedures and confirming that they are being operated properly throughout the organisation. Reporting any identified weaknesses in financial control to the Financial Controller and Finance Director and taking a pro-active approach to action required to mitigate risk.
Recording online sales in Xero and preparing/submitting accurate Gift Aid claims in respect of these sales.
Ensuring all entries into Raisers Edge are accurate and complete.
Recording sales from the Cybertill EPOS system in Xero. Ensuring relevant documentation is received from Shops and is checked to ensure all policies and procedures are being adhered to, liaising closely with Shop Managers.
Reporting on retail discrepancies including both till discrepancies and banking anomalies and taking appropriate action.
Reconciling retail bought in goods stock weekly.
Maintaining the Gift Aid donors list within the Cybertill EPOS system and ensuring donor statuses and supporting documentation is accurate, liaising closely with Shop Managers.
Operating a robust ordering process.
Weekly balancing of petty cash.
Routine collection of donations tins from within the Hospice building.
Carrying out bank reconciliations weekly, in respect of the retail bank account, to ensure bank balances are accurate and to identify areas of weak control. Reviewing unreconciled transaction reports each week.
Person Specification
Skills & Abilities
* Excellent written and verbal communication skills
* Good and confident use of Microsoft Office Skills: Excel, Outlook and Word
Qualifications
* Good standard of education/literacy/numeracy
* AAT qualified (or similar) or studying towards
Experience
* Knowledge of administration procedures
* Be able to demonstrate experience in a professional environment / similar role
* A good working knowledge of Xero systems
* Working with volunteers and providing supervision and support
* Knowledge and understanding of Gift Aid
* Knowledge of VAT
* Experience of data input and maintaining a database
Disclosure and Barring Service Check
This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions.
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