Organisation British Universities and Colleges Sport (BUCS)
BUCS prides itself on being an ambitious and challenging place to work, where staff are encouraged to enjoy their work, embrace development opportunities and have fun.
Benefits include:
- Tax-free cycle-to-work scheme
- Christmas closure
- Volunteering day leave
- Flexible hybrid working
- Wellbeing and social activities
- Company-supported learning and development opportunities
About The Role
Main Purpose
Join BUCS as a Finance and Operations Coordinator and become a driving force behind our mission to deliver the best university sports experience in the UK.
In this pivotal role, you’ll support our finance team, staff and members, helping to ensure smooth and effective business operations. You’ll be at the heart of a dynamic and inclusive community, where your contributions will enhance the student experience and help shape the future of university sport.
If you’re passionate about making a difference, eager to develop your skills and ready to collaborate with dedicated professionals, this is an opportunity to thrive and make a lasting impact.
Main Duties and Responsibilities
Core Finance
- Act as the first point of contact for finance-related enquiries, including the finance mailbox and phone line.
- Carry out month-end journals and reporting.
- Reconcile accounts on Xero for bank accounts, Stripe, Pleo, GoCardless and other external providers.
- Prepare creditor payment runs.
- Coordinate debt collection and associated charges.
- Coordinate the monthly payroll process, including creating payroll journals on Xero.
- Manage bulk invoicing.
- Manage intercompany transactions.
- Support the monthly management information (MI) process, including recoding.
- Assist with monthly reforecasting of the Business Services budget.
- Provide financial information to members, including statements and copies of invoices.
- Work with the Finance Manager to process Business Services invoices and credit notes.
- Assist with the subscription fee process.
- Manage and optimise integrations with payment portals.
Staff and Members
- Generate invoices for member and staff events, such as Conference.
- Manage staff mobile phone contracts and billing.
- Manage users, codes and approval processes across digital platforms, including Dext, ApprovalMax, Pleo and similar systems.
- Train staff on finance processes and systems.
- Manage finance processes for English Universities Sport and Welsh University Sport.
- Maintain delegate ticket records on the CRM for member events.
- Ensure staff and member finance contact details are kept up to date on internal systems, including the CRM and Xero.
Operations and Office Management
- Coordinate and communicate effectively with the Business Services team to manage office suppliers, including utilities, photocopiers, cleaning, security, stationery and other operational requirements.
- Purchase and monitor office supplies, sundries and equipment.
- Support the distribution of post.
- Address and resolve day-to-day office management issues.
Other Responsibilities
- Design and implement process improvements to increase efficiency and effectiveness across the areas above.
- Provide support to the wider BUCS team and undertake administrative duties as reasonably required to support the smooth running of the organisation.
- Represent BUCS professionally at all times.
- Undertake other duties as reasonably required to support the smooth running of BUCS, including occasional event delivery during evenings and weekends.
Person Specification
BUCS is a Disability Confident Committed and Equal Opportunity Employer. We value diversity and are committed to fostering an inclusive and supportive working environment. We make employment decisions without regard to age, national origin, race, ethnicity, religion, belief, gender, sexual orientation, disability or any other characteristic protected by law.
Research shows that some people may not apply for a role if they feel they do not meet 100% of the person specification. We encourage you to apply if you feel you meet the key skills and knowledge outlined below, even if you do not meet every criterion. We are passionate about identifying the right people to help BUCS develop and thrive.
Essential Knowledge and Experience
- We can support your finance development as part of your development plan within the role.
- Good knowledge of double-entry bookkeeping.
- Experience of uploading data to online accounting systems, ideally Xero.
- Knowledge and experience of administrative tasks and data management.
- Previous experience of processing journals and month-end reconciliations.
- Previous experience of payroll processing.
- Experience of coordinating projects and working to deadlines.
- Experience of proposing and delivering process improvements, using technology where appropriate.
- Strong proficiency in Microsoft 365, particularly Excel, and confidence using online software.
Essential Skills and Abilities
- Strong analytical and problem-solving skills.
- Ability to work effectively both independently and as part of a team.
- A flexible and conscientious approach to work.
- Excellent planning and organisational skills.
- Ability to prioritise workload and meet deadlines with minimal supervision.
- Ability to communicate clearly and succinctly, both verbally and in writing.
Desirable Knowledge and Experience
- Experience of effectively managing budgets with support from senior staff.
- Previous experience in an assistant or coordinator role.
- An AAT or similar accounting qualification, or currently working towards one. BUCS can support your finance development as part of your development plan within the role.
- Previous experience of using online applications that integrate directly with accounting systems.
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