Job Description Job Title: Finance Assistant Hours: 37.5 hrs per

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Job Description Job Title: Hours: Location: Department: Salary: Reporting to: Job Purpose

Finance Assistant 37.5 hrs per week Head Office Core Services £19,601 - £21,507 per annum Head of Finance To assist in delivering a quality and professional finance service to ensure the Simon Community meets ethical and legal requirements and maintains financial efficiency and effectiveness.

Identified area of responsibility: Cash and banking

 Ensure claims and invoices and completed on time and unpaid invoices are followed up to ensure effective cash flow and solvency  Input all payments and income (cash, cheques, standing orders, direct debits etc.) onto Sage Line 50  Prepare bank reconciliations on a weekly basis to ensure that the financial ledger matches the bank account  Ensure adherence to internal controls including separation of duties  Ensure cash donations are banked regularly with adherence to separation of duties  Ensure petty cash reconciliations are completed monthly

Accounts receivable

 Issue statements and letters to service users for payments due  Raise invoices to funders on the Sage Line 50 system  On a monthly basis run a report of outstanding invoices and follow up to ensure effective credit control  Liaise with the Head of Finance to highlight any potential bad debts  Prepare debtors list highlighting large debtors or those outstanding for a long period.

Accounts Payable

 Ensure timeous payment of suppliers by BACS, cheque, direct debit or standing order  Ensure input of suppliers and payments onto Sage Line 50 with monthly review  Ensure salaries are processed onto Sage Line 50  Ensure monthly BACS and cheque payment runs are completed and entered on Sage  Prepare creditors list for the Head of Finance on a monthly basis

Project Accounting

 Ensure effective allocations between the restricted and unrestricted funds  Ensure expenses are allocated to projects by ensuring effective identification of which department invoices relate to  Ensure departmental reports are complete for reporting to funders ensuring compliance with reporting timescales as prepared by the Head of Finance  Ensure salaries are allocated to the correct service

Payroll

 Liaise with the HR department to ensure all information relating to payroll is received in a timely basis, including sick leave, new starts, leavers, changes in hours etc.  Input all staff information on Sage payroll  Run payroll reports and file maintain payroll files  Assist in preparation of year end payroll processing and reporting to HMRC  Run the nominal link to Sage Line 50

Period end Accounting

 Reconcile balance sheet accounts  Maintain books of original entry: nominal ledger, rent DWP, Housing Benefit transactions  Assist with posting of all sundry debtors, prepayments and accruals  Assist with completion of variance analysis by nominal code  Assist in analysis of monthly cash flow by preparing reports  Assist with the preparation of annual statutory accounts and year end audit file  Assist in preparation of monthly management accounts

Financial Planning, Review and Reporting

 Provide information to assist in the preparation of budgets  Supply reports of department expenditure and income to the Head of Finance to facilitate financial monitoring of projects  Assist with the timely completion and submission of statutory and other periodic returns

Other

 To work as part of a team while showing the ability to work on own initiative  Show flexibility in working practices including the ability to respond to increased or changing demands as required by the senior management team  Develop and maintain effective working relationships with colleagues, service users and stakeholders  Undertake relevant training and learning as necessary in order to meet the demands of the role/ required performance standards  Ensure your work practice complies with all GSC policies and procedures with particular reference to health and safety, equal opportunities & diversity and confidentiality  Undertake any other reasonable duties as may be required including providing cover for colleagues Occasional out of hours work is required Carry out any other duties appropriate to the position as agreed with the Head of Finance

PERSON SPECIFICATION: Finance Assistant

Experience Knowledge and Skills

Personal

Essential Desirable Proven by

Experience of Finance administration systems and procedures Demonstrable experience in delivering all aspects of the job description Able to generate own work and work with minimum supervision Proven skills in verbal and written communication Strong administrative and organisational skills. Strong IT skills with good knowledge of the Microsoft Office suite. Ability to establish and sustain trust and confidence Motivation to support the objectives of the Simon Community Scotland Ability to organise, plan and prioritise own workload to meet deadlines and targets. Team player, ready to offer support and respond to ad hoc requests for help from colleagues, Excellent communication interpersonal skills and Professional and confident approach when dealing with a wide range of people. Willingness to undertake travel within the UK. Able to adapt to change in the work place Application CV, interview and references Application CV, references, interview Application CV, interview

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