Administration Assistant (Finance Team)

JOB PURPOSE

• To work proactively as part of the Finance Team, providing Aquatics GB with a professional and efficient purchase and sales ledger service, ensuring that work is carried out in a timely and accurate manner and internal reporting requirements are met

JOB LOCATION

• The normal place of work will be the Aquatics GB office in Loughborough. Aquatics GB operates an Agile Working Policy allowing some flexibility to work from the office and from home.

KEY RESPONSIBILITIES

• To raise sales invoices, based on requests received and regular invoices, accurately and in a timely manner

• To respond to queries on invoices raised and where necessary refer back to the Sales Invoice Requester

• Credit Control work, chasing of overdue accounts via all forms of communication

• Process credit card payments

• Timely allocation of monies received into the bank and payments made from the bank

• Monthly Bank reconciliations

• Matching of all receipt formats including cheque, BACS and credit card against invoices outstanding

• Liaising with other departments in the identification of any unidentified monies received

• Process purchase invoices in a timely manner, ensuring they are authorised in accordance with approved purchasing limits

• Process expense claims in a timely manner, ensuring compliance with published expenses policies and that they are authorised in accordance with approved purchasing limits. To include maintenance of mileage records for company car users and all other staff expenses information that may be required by the Director of Finance for the completion of annual P11D forms

• Process float and monthly credit card reconciliations in a timely manner, ensuring compliance with published expense policies and that they are authorised in accordance with approved purchasing limits

• Produce weekly BACS payments files, with appropriate supporting documentation, for payment approval by the Assistant Accountant and/or Director of Finance

• Issue remittance advices, once notified that BACS file transmission has been successful

• Set-up one off bank payments, on current banking online system, for approval and release by the Assistant Accountant and/or Director of Finance

• Prepare one off cheque payments as required

• Prepare and post all inter-company transfers as and when they arise

• Reconcile purchase ledger accounts to statements received, recording and investigating differences. Ensure intercompany trading is reconciled on a monthly basis

• To work with team members and be able to provide cover for the duties within the post-holder's remit

• To comply with all policies set down by the Finance Department and the organisation as a whole, in particular those policies relating to diversity, equity and inclusion

• Any other duties that may from time to time be reasonably requested by the Assistant Accountant or Director of Finance

KEY RESULTS AND MONITORING AREAS:

• The postholder will be monitored with respect to the turnaround times of sales invoice requests, purchase invoices and expenses received

• The postholder will be monitored with respect to the meeting of month end deadlines including completion of bank reconciliations

• The postholder may be monitored with respect to the success of monies being received in as a result of the credit control process

• Building of effective relationships with the department's internal customers at all levels, by providing accurate, helpful and reliable information, and ensuring compliance with established procedures and standards on financial control

• Recognising the need for additional expertise when required and liaises with the Assistant Accountant or Director of Finance for assistance

• Developing a close understanding of the requirements and dynamics of Aquatics GB and working effectively with the Assistant Accountant and Director of Finance to deliver success and value for money