Business and Finance Manager in Musselburgh

An exciting opportunity has arisen for a highly capable and self-motivated individual to join us as Business & Finance Manager at Scottish Land & Estates. Reporting to the Director of Operations, this role is central to ensuring the smooth and efficient running of our finance function, membership services, and wider office operations.

The post holder will be the front line of the business, manage and maintain the organisation's bookkeeping processes utilising XERO accounting software, processing purchase and sales invoices, banking and managing customer payment systems. The role includes handling inbound calls, mail and welcoming visitors to the business. The post holder will also manage relationships with a number of service providers and business contracts.

With at least 5 years’ strong, recent finance experience in a busy office environment, you are expected to have a broad understanding of the full range of duties required to manage an efficient business office. You will be an accomplished Xero user along with experience in using and managing a client database. Experience of dealing with clients at all levels is essential. This role also requires excellent interpersonal and communication skills for building and maintaining relationships with suppliers and colleagues at all levels.

General Overview of the position:

Reporting to the Director of Operations, the Business & Finance Manager will be focused primarily on the daily operation of the general office, financial controls including sales and purchase ledger, office facilities and providing a general business support function.

Main duties and responsibilities:

• To manage and maintain the organisation’s bookkeeping processes utilising XERO accounting software
• Processing and paying purchase invoices
• Create, send, and follow up on sales invoices
• Processing bank transfer and payment requests
• Completing and submitting VAT returns, PAYE and National Insurance contributions
• Checking and updating ledger balances
• Preparing and processing payroll
• Scanning, filing and logging account documents
• Updating computerised accounting system (XERO)
• Assist the Senior management in creating financial reports on a regular basis
• Adhere to the company’s or organisation’s financial policies and procedures
• Answers questions and provide assistance to stakeholders, customers, and clients as needed
• Attend finance department and company-wide meetings, sometimes assisting with financial reporting to managers and senior executives
• Front line office duties - reception, call handling, incoming & outgoing mail and visitor reception
• Membership services - manage member query logging and distribution
• Membership processing - process and manage member subscription & mailing runs
• Manage the Operational Teams files/documents, including digitisation and server file management
• Provide support to DoO with general business management tasks
• Undertake routine database management & record membership enquiries
• Log telephone event bookings and enquiries
• Provide the organisation’s onboarding process & timetabling
• Manage Membership account queries to intervention level (copy invoices, receipts, etc)
• Update and maintain business sections of the website including business directory, new applications & provide member login support
• Provide administrative support to the Regional Team where required
• Communicate clearly and provide an efficient and effective business support function

Person Specification:

Education/Qualifications:

• Qualification in bookkeeping/accounts. AAT qualification (or equivalent)
• Desirable: Qualification in a relevant discipline, e.g. business management or business administration

Experience:

• At least 5 years’ strong, recent experience in a busy office/finance dept. environment
• Experience of Xero Accounts software
• Experience in preparing and processing payroll
• Able to prepare, review and understand a financial statement
• Experience of using and managing a client database
• Experience of dealing with clients at all levels
• Experience of being the ‘Front line’ of the business including professional call and visitor handling
• Desirable: Experience of working in a membership organisation
• Experience with ACT Database

Essential Skills/Knowledge:

• Excellent interpersonal and communication skills for building and maintaining relationships with suppliers and colleagues
• Accurate data entry and reporting skills
• Excellent problem-solving skills
• Able to prioritise and manage multiple and sometimes conflicting deadlines or demands
• Competent with all Microsoft Office applications, particularly Outlook, Word, SharePoint, Excel, Teams and PowerPoint

Desirable:

• Good basic knowledge of CRM and accounting software packages
• Production of management reports

Essential Aptitudes/Attributes:

• Self Motivated, proactive and enthusiastic
• Strong organisational skills
• Comfortable dealing well with people from a wide variety of backgrounds
• Confidence, tact and diplomacy
• Calm and confident under pressure
• Ability to work to tight deadlines and to support others in doing so
• Flexibility in being able to support the work of the wider team

Desirable Other Job Requirements:

• Full driving licence and access to car