Bookkeeper & Finance Assistant

Bookkeeper & Finance Assistant
Hours of work: 3 days a week, 9.00am-5.00pm
Contract: Permanent, following a 6-month probationary period
Salary: £28,500-£31,595 pro rata (0.6 WTE = £17,100-£18,957), based on experience
Holiday: 30 days annual leave plus bank holidays (pro rata for part time staff)
Pension: 5% employer’s contribution
Location: London N8
(Working from home can be agreed where it is in line with the needs of the organisation)
OVERVIEW
My client is a small psychotherapy clinic, offering assessment and long-term specialist outpatient treatment to people with dissociative disorders.
They are a charity and an approved supplier for the NHS and is subcontracted by NHS CCGs nationally on a per-patient basis, where local mental health services are unable to provide appropriate treatment.
JOB SUMMARY
You will support the Head of Finance in all aspects of accounting and financial management responsibilities including bookkeeping, processing and approving supplier invoices, issuing monthly sales invoices, reconciling bank accounts, supporting preparation of managements accounts, budget and year end accounts. You will also be liaising with the admin team, as well as suppliers and customers.
You will oversee the day-to-day accounting and financial management tasks to ensure that all accounts are accurate and up to date and ensure that the various tasks are completed in a timely and efficient manner.
KEY TASKS
1. Processing and approving purchase invoices (mainly external psychotherapists) to ensure they are authorised and paid on time.
2. Day to day bookkeeping and accounts processing (sales, purchases, nominal ledger) via Liberty Accounts (CRM - training will be provided) and various spreadsheets, ensuring records are accurate and comprehensive.
3. Preparing and issuing monthly sales invoices, mainly to NHS ICBs and occasionally to other organisations, accurately and in a timely manner, via NHS invoicing platforms (e.g. TradeShift) or by email. Liaising with the admin/clinical team as required in order to collate all the information required for the preparation of the sales invoices.
4. Contacting suppliers (mainly external psychotherapists) if invoices are late, incorrect or are not in the right invoicing format, working with other departmental staff (if necessary) to resolve these.
5. Reconciling all bank accounts and credit cards on a monthly basis, making sure records are accurate and all supporting receipts and invoices are held.
6. Acting as a point of contact for financial issues, dealing and responding effectively with queries from stakeholders and passing on relevant information to appropriate team members sensitively and autonomously.
7. Maintaining an accurate record of debtors and creditors in accordance with agreed timetables and taking action to eliminate all debts and address the issues of creditors, liaising with CCGs, NHS finance teams and working with other members of the team as appropriate.
8. Overseeing petty cash management, recording transactions and balancing the account.
9. Entering monthly payroll journals, PAYE and pension payments to Liberty.
10. Conducting quarterly VAT processing and preparation of VAT returns.
11. Ensuring financial compliance and best practice in accordance with current accounting standards and in accordance with the companies internal financial procedures.
OTHER DUTIES/TASKS
1. Maintaining appropriate filing systems, ensuring that all relevant documents are retained for audit purposes and easily retrievable.
2. Supporting the Head of Finance in developing and maintaining the financial systems.
3. Working with the Head of Finance to maintain financial records to a high standard and keeping a full audit trail.
4. Reporting any issues to the Head of Finance together with suggestions of how to resolve these and working to improve procedures where required.
5. Providing reports or data as required to support and enable business decisions as appropriate.
6. Supporting the preparation of periodical management reports, year-end accounts and annual budgets.
7. Maintaining an effective working relationship with all members of the company, CCGs and suppliers.
8. Covering appropriate areas of work when the Head of Finance is on leave.
9. Undertaking any other duties as required, which are consistent with the grade and nature of the post.
QUALIFICATIONS AND EXPERIENCE
* Minimum of three years relevant bookkeeping experience
* Minimum AAT Level 3
* Knowledge & experience of UK charity accounting
* Experience in a major accounting platform, preferably Liberty Accounts
* Intermediate knowledge of MS Excel.
* Knowledge of UK financial legislation and regulations, HMRC and Charities Commission
* Good knowledge and experience of carrying out VAT returns
SKILLS
* Computer literacy
* Strong written and verbal communication skills
* Strong interpersonal skills: the ability to work well with people at all levels both within the organisation and our wider stakeholder community
* Proven ability to plan proactively and prioritise
* The ability to work well within a team environment
* Resilience and an ability to work on own initiative