The purpose of the Finance Department is to safeguard the business at all times. This is achieved by following processes and procedures, attention to detail and accuracy. The Finance Assistant is responsible for making sure that all documents, payments and receipts arriving in or departing from the Finance Department are accurate, reviewed, authorised and processed in a timely manner. The Finance Department provides a service across TAP and your role will support this at all levels, it is important that you are a good communicator who is approachable and can manage both internal and external relationships with both staff, suppliers and customers.
Key Responsibilities:
The post-holder is responsible for the following key deliverables and accountabilities:
• Purchase Ledger
o Accurately create and maintain supplier accounts including the verification of new suppliers.
o Review for accuracy and oversee the processing of purchase orders. Ensure procedures are in place and being followed and time deadlines are met.
o Process purchase invoices and expenses, identify and resolve issues, and implement preventative resolutions. Ensure that invoices are processed in a timely manner.
o Ensure invoices are authorised appropriately for payment. Payments should be made within payment terms for all suppliers.
o Process payment runs, review for accuracy and completeness, and submit for payment.
o Send remittance advices in a timely manner.
o Reconcile supplier statements on a monthly basis.
• Sales Ledger
o Accurately create and maintain customer accounts, including verification of new customers.
o Generate and distribute sales invoices in a timely manner.
o Chase payments where necessary and maintain a clean debtors ledger.
o Record trading income from external reporting systems on a weekly basis.
o Reconcile cash balances for multiple venues.
• Miscellaneous
o Handle cash in an appropriate manner and bank accordingly.
o Record cash and credit card transactions.
o Monitor and distribute where necessary Finance and associated e-mail inboxes.
o Reconcile supplier accounts, customer accounts, and bank accounts.
o Respond to and resolve enquiries and queries.
o Ensure all documentation is maintained appropriately for audit trail.
o Provide management and support of junior colleagues.
o Follow all policies and procedures to ensure compliance.
o Continually review processes for improvements and efficiency.
o Maintain and update Task Trackers and support others in doing this.
o Provide Finance processing for subsidiaries.
o Attend and report on monthly department budget meetings.
This job description is not intended to be prescriptive or exhaustive; it is a framework to outline the main areas of responsibility. Any other duties or responsibilities may need to be allocated from time to time to ensure the efficiency of the service.
From time to time your role will focus primarily on Purchase Ledger or Sales Ledger, however it is intended that you will gain experience across all areas.
Internal and External Relationships
Internal - It is essential that all TAP personnel are treated as customers and with respect.
External – Build and maintain effective relationships with Customers and Suppliers.
Health & Safety
Be committed to good health and safety and access practice, ensuring familiarity and compliance with TAP policies, procedures and guidelines and the health and safety of visitors, staff, volunteers and contractors at all times.
Person Specification: We are looking for someone who is motivated, a team player, with good communication skills, who recognises the need to be flexible in a busy office, who can follow instructions and has an eye for detail. For full person specification see our website.
The Auckland Project
The Auckland Project is working to create positive change for those living, working and visiting Bishop Auckland. To do so we are creating a visitor destination in Bishop Auckland, incorporating Auckland Castle (once home to the Prince Bishops of Durham), a Spanish Gallery, Faith Museum, Walled Garden, Deer Park, Mining Art Gallery, Auckland Tower visitor centre and Weardale Railway.
Our visitor destination and community development programme broadly fits into three areas:
1. The social environment: we help individuals and communities by creating a sense of curiosity, hope and faith in themselves and the world around them. We provide opportunities for skills development and partnerships, building a year-round tourist market and supporting small creative industries to thrive
2. The natural environment: we protect, sustain and enhance the world around us
3. The built environment: we restore and enhance the beauty and historic significance of the buildings, structures and assets in our care.
By working with us, you are helping to ensure the town’s future is as magnificent and vibrant as its past.
How to Apply
Apply for this role by completing an application form (attached to the advertising email) and return this to recruitment@aucklandproject.org
Closing date: 24 February 2025 at midnight
We reserve the right to close this vacancy early if we receive a high number of applications.