Finance Assistant

Job Title: Finance Assistant

Hours of Work: 9am - 5pm

Full time/Part time: Part time (24 hours per week - 3 days per week)

Main purpose of the job:

The Finance Assistant will play a pivotal role in the financial management and administrative functions of Leiths. This role requires an individual with a strong background in accounting and administrative tasks. The incumbent will support the Finance Manager in recording, processing and maintaining the financial records of the company. This includes, but is not limited to, the processing of payments, invoicing, debtor collection, and staff timesheets, and contributing to the overall financial health and success of the organisation.

Key Working Relationships:

Reporting to: Finance Manager

Main Responsibilities:

Courses Revenue

• Download data from Bookings Live
• Reconcile bookings and payments
• Post corrections in Sage
• Fees In Advance reconciliations

Purchase Ledger

• Create suppliers’ accounts
• Post invoices
• Pay suppliers
• Deal with queries
• Reconcile suppliers’ statements

Bank Reconciliations

• Post all receipts and payments to Sage
• Reconcile Sage cash book to bank statement

Vouchers

• Analyse voucher account monthly
• Follow up any queries with Finance Manager and post any corrections

Journals (prepare and post)

• Fees In Advance
• Stock
• Petty Cash
• Other

Credit Control

• Analyse Aged Debtors monthly
• Chase outstanding debtors weekly (in accordance with company procedure)
• Weekly update meeting with Finance Manager

Petty cash

• Ensure that all floats are maintained at the required working level
• Reconcile monthly and at other times as required

Stock

• Reconcile stock records to stock count monthly
• Send monthly emails to warehouse where stock is held
• Discuss any differences with Finance Manager
• Post agreed corrections in Sage / amend stock records

Reconciliation and Analysis (as required)

Bookings support

• Assist Registrar with bookings (ad hoc)

Credit card Reconciliation

Ad hoc projects

General:

• Respond in person, by telephone or email to staff, students, visitors in a professional and customer focused manner.
• Provide a courteous and knowledgeable point of contact for people both within and outside Leiths responding in person, by telephone or email to staff, students, and visitors.
• Comply with all relevant School policies and procedures including Health and Safety and Child Protection.

To deliver services effectively, a degree of flexibility is needed, and the post holder may be required to perform work not specifically referred to here.

Person Specification:

Essential:

• Knowledge of UK accounting principles and practices
• Understanding of financial regulations, including VAT
• Proficiency in financial software systems such as Sage 50
• Strong analytical and problem-solving skills
• Excellent attention to detail and accuracy in financial records
• Effective communication skills, both written and verbal
• Ability to prioritise tasks and manage time effectively
• Proven experience of accounting techniques to include transaction processing, journal preparation, reconciliations and reporting
• Track record of working in teams and fostering a collaborative work environment
• Part Qualified AAT, ACCA, CIMA, or equivalent
• Qualified by experience

Desirable

• Knowledge of the education or hospitality industry
• Understanding of cost management principles and pricing strategies
• Awareness of current trends and developments in accounting and finance
• Advanced Excel skills for financial analysis and reporting
• Project management skills for handling ad hoc initiatives
• Experience in the education or hospitality industry
• Bachelor’s degree in Accounting, Finance, or related field

This position requires a Disclosure and Barring Service (DBS) check, which will reveal any unspent convictions. A criminal record may not necessarily be a bar to employment, as any decision will be treated on its merits and individual circumstances subject to Leiths’ overriding obligation to protect the students in its charge and the safety of Leiths’ staff. All applicants will be required to complete an application form.

All staff have a responsibility and duty of care to safeguard and promote the welfare of pupils. Staff must be aware of the systems within Leiths which support safeguarding and must act in accordance with the School’s Safeguarding & Child Protection policy and Code of Conduct. Staff will receive appropriate child protection training which is regularly updated.