Finance Assistant; Apprenticeship

Finance Assistant (Apprenticeship scheme)

Hours: Full time, 35 hours per week, Mon to Fri 9am-5pm, with time off for studies/off the job training

Location: On-site Bow Arts office

Salary range: £26,936 per annum

Benefits: 25 days holiday entitlement (pro rata), Cycle Loan Scheme, Season Ticket Loan Scheme, Workplace Pension, Remploy Access to Work Mental Health Support Service, free or discounted entrance to national and international exhibitions with organisational ICOM card, staff socials.

Duration of appointment: Permanent

Reports to: Executive Director of Operations

Accounts Payable

• Process all incoming purchase invoices and monitor approval workflows, following up with budget holders to ensure timely authorisation
• Import authorised purchase invoices into Xero
• Set up and schedule bank payments, ensuring all invoices are settled within agreed payment terms
• Reconcile purchase ledger accounts, matching payments to invoices and chasing any missing documentation

Accounts Receivable

• Import sales invoices into Xero
• Generate monthly aged debtor reports and actively follow up on outstanding debts
• Process deposit return payments and maintain accurate deposit records
• Ensure artist payments are logged across finance and artist databases and that accounts are reconciled

Banking and payment systems

• Reconcile bank transactions in Xero, investigating all discrepancies and unresolved items
• Reconcile credit card statements and expense forms and ensure all associated payments are correctly recorded
• Ensure all payments and receipts are accurately posted in a timely manner

Banking and payment systems

• Process new and departing artist contracts in Xero and relevant spreadsheets
• Maintain up-to-date Gift Aid donor records in Xero and assist with the quarterly preparation and submission of Gift Aid claims
• Generate financial reports as required, including aged debtor and nominal reports
• Assist with year-end audit preparation, providing supporting documentation as required
• Maintain and update Finance Procedure notes to reflect new and updated processes
• Set up new suppliers and customers in Xero and other relevant systems, ensuring all records are complete and accurate
• Manage multiple finance inboxes, ensuring all queries and requests are handled promptly and professionally
• Liaise with stakeholders by telephone and email to resolve finance-related queries effectively
• Provide general finance administration in accordance with agreed financial procedures and maintain all finance records as required
• Undertake any other duties commensurate with the role, as directed by the Finance Manager or Executive Director of Operations