director

Job description

Finance assistant (arts centre)

MAIN DUTIES AND RESPONSIBILITIES

Financial Administration:

* in conjunction with the Head of Events and other relevant colleagues, review, develop and implement systems to ensure efficient and effective financial administration * maintain the sales ledger on Sage, entering all relevant sales invoices for venues, the café bar, office rental and any other sales activity

maintain strict credit control, ensuring that all invoices are paid by the due date, chasing by phone and letter as required
receive and process all purchase ledger invoices (predominantly café and venues), referring for authorisation to the relevant budget holders
undertake a monthly cheque run/BACS payments ensuring timely payment of supplier invoices; cross-reference the purchase ledger with supplier statements
maintain the nominal ledger, including posting nominal payments, petty cash transactions and bank transfers; in consultation with BAC’s Senior Finance Officer, reconcile the inter-company accounts
undertake timely bank reconciliations

Café Bar:

* undertake weekly banking, ensuring that cash takings reconcile to till readings, completing relevant monitoring spreadsheets and posting relevant receipts and journals to Sage Line 50 * assist the Assistant Cafe Bar Manager with stock takes in the Senior Finance Officer’s absence * post all sales invoices to Sage accounting system and completing relevant monitoring spreadsheets * ensure that Artifax events booking system and Sage financial records correlate and liaise with events staff to ensure all payments are received 10 weeks before the event (or on booking if the event is due to take place within 10 weeks), undertaking reminder action as appropriate * process all refundable deposits for events, to be received a minimum of 4 weeks before the events; raise and issue refund cheques after the event, subject to the approval of the Head of Events

Office rentals

raise and issue rent invoices to all resident companies, ensuring rent is paid promptly
to record all incoming purchase invoices and distribute to relevant budget holders
to check payment vouchers (performance settlements, purchase invoices & expenses) for accuracy and that they are properly authorised and coded prior to posting to Sage
to process the weekly cheque run under the supervision of the Senior Finance Officer and to post transactions to the cashbook & Sage accounting system
to raise sales invoices, checking for accuracy and ensuring sales invoice requests are properly authorised and coded
to maintain the finance department filing system
to carry out the weekly banking, posting receipts to the cashbook & Sage accounting system
to reconcile the office petty cash float on a weekly basis and to post petty cash transactions to Sage
to be responsible for the monthly charge back totals for franking machine and photocopier
administratively to service the Finance Review Group and the Board, organising & minuting meetings

Other:

attend staff meetings, training sessions and other events that may take place outside of normal office hours
undertake any other duties as may reasonably be required by the Senior Finance Officer or Finance Director

PERSON SPECIFICATION

Personal Attributes:

Essential:

commitment to providing a high level of customer service to clients
excellent oral and written communication skills
ability to work effectively both in a small team, and independently
a friendly and professional attitude

Skills and Experience:

Essential:

a high level of numeracy, attention to detail and methodical
experience of financial administration, using a computerised accounts system
the ability to develop and implement effective financial and administrative systems
a good level of PC literacy, particularly MS Word and Excel
a good standard of written English
proven time management skills, with the ability to prioritise effectively

Desirable:

experience of using Sage Line 50
experience of using Artifax Event
experience of credit control
an interest in venue/event management and in the performing arts