Accounts Administrator

AGE CONCERN SLOUGH AND BERKSHIRE EAST

JOB DESCRIPTION

Job Title

Accounts Administrator

Department

Finance

Reports to

Finance Manager

Location

Central Office, Slough

Dated

3rd January 2012

Hours -

37.5 (18K-19K)

Role Purpose

To carry out financial and management accounting for ACSABE, Handy Help, and Advant~age, by maintaining the computerised system, and ensuring transactions are accurately recorded to produce accounts. Control cashiering duties, payroll administration, and preparing / assisting with budgets and monitoring financial performance against budget.

Accountabilities

1

Accounts:

• Oversees the accuracy of Day Centre and Lunch Clubs and Social Fund accounts.
• Oversees the accuracy of Café sales sheets and Handy Help income postings.
• Carries out weekly reconciliations of bank accounts and balance sheet accounts.
• Ensures that daily back up of accounts records and ensure data is stored securely.
• Prepares monthly nominal ledger journals including, intercompany-account transfers, payroll, staff expenses, depreciation, debtors and creditors. Produces monthly and weekly management accounts.
• Assists with preparing year-end accounts and schedules for audit and assists with audits.
• Produces invoices for grant income and services and monitor amounts received, assisting with queries and chasing overdue amounts.
• Checks and corrects all Day Centre and Lunch Club and Social Fund accounts and produce journals.
• Assists and trains Day Centre and Lunch Club Managers with accounts.
• Checks supplier statements and answers payment queries.
• Produces reports, as requested. Produces finance schedules/spread sheets.
• Records incoming purchase invoices in Sage accounts
• Records and banks incoming cheques and processes cheque payments.
• Carries out banking, queries, quotes, and returns for the insurance business.
• Prepares electronic payments and sends remittances.
• Produces invoices and monitors amounts received, assists with queries and chases overdue amounts.
• Post shop sales figures to Sage.
• Post shop petty cash figures onto Sage.

2

Sales / purchase ledger:

• Controls sales ledger, carries out credit control, and ensures timely banking of cash and cheques.
• Controls purchase ledger postings and payments.

3

VAT:

• Prepares VAT returns, ensuring accuracy and prompt payment.

4

Assets:

• Maintains fixed asset register and monitors additions and disposals.

5

Budget:

• Assists/liaises with managers re financial matters and budgets.
• Monitors and investigates unusual items and budget variances.

6

Payroll / expenses:

• Processes the companies’ payrolls in a timely and accurate manner adhering to current government legislation.
• This includes setting up new staff data, processing leavers, time sheets, expenses, and payments to HMRC. Processes pension returns.

7

Queries:

• Deals with/resolves supplier, customer, staff and volunteer queries.

8

Other:

• Adheres to all relevant ACSABE policies and procedures, for example, Equal Opportunities, Confidentiality, Health & Safety, Complaints, and Safeguarding Adults
• Maintains an awareness of, and actively signposts people to appropriate ACSABE services
• Proactively seeks new ways to reduce costs and increase income, including encouraging fundraising where appropriate
• Attends and participates in training and meetings as required
• Carries out reasonable additional responsibilities commensurate with the role / status

Person Specification:

Essential:

• Knowledge of Word/Excel and Sage Line 50
• Ability to work independently as well as in a team.
• Ability to organise work, meet deadlines and problem solve.
• Ability to work under pressure and to prioritise workload.
• Enquiring mind with the ability to absorb and impart information accurately.
• Excellent communication skills, both written and verbal
• Excellent numerical skills.
• Dependable and reliable with a confident and enthusiastic manner, adaptable and flexible.