Accounts Coordinator

The Accounts Coordinator plays a key role in supporting the Accounts Manager to ensure the effective, compliant, and transparent operation of The Mainstay Foundation’s finance function. The role is responsible for coordinating day‑to‑day accounting activities, maintaining accurate financial records, supporting robust financial controls, and ensuring financial processes align with charity governance requirements, audit standards, and the Foundation’s mission and values, under the guidance of the Accounts Manager.

Responsibilities will be allocated across the Accounts Team and may be subject to change over time to reflect operational needs, organisational priorities, and the skills and experience of the post holder.

• Accounts Payable and Supplier Management
  • Process invoices accurately, ensuring appropriate coding, authorization, and compliance with the Foundation’s financial procedures.
  • Maintain supplier account records and resolve invoice, payment, and statement queries professionally.
  • Support the preparation and processing of supplier payment runs in accordance with delegated authority levels.
  • Monitor supplier balances and escalate unresolved issues to the Accounts Manager.
• Accounts Receivable and Income Processing
  • Raise sales invoices and credit notes in line with funding agreements, service arrangements, and internal controls.
  • Allocate incoming receipts accurately and reconcile income to funding streams where required.
  • Maintain debtor accounts and respond to income-related queries.
  • Support credit control processes while maintaining positive stakeholder relationships.
• Reconciliations and Financial Controls
  • Carry out regular bank reconciliations and investigate discrepancies promptly.
  • Reconcile supplier, customer, and other balance sheet control accounts.
  • Ensure financial records are accurate, complete, and auditable.
  • Escalate variances, risks, or control weaknesses to the Accounts Manager.
• Expenses and Staff Payments
  • Process staff expense claims in line with organisational policy and charity governance requirements.
  • Ensure expenses are correctly authorised, coded, and paid.
  • Maintain accurate expense records and respond to staff queries sensitively and professionally.
• Month‑End, Audit and Governance Support
  • Support month‑end and year‑end close processes.
  • Prepare financial schedules and supporting documentation for management review.
  • Assist with internal and external audits and provide evidence as required.
  • Ensure documentation is retained in accordance with audit and regulatory requirements.
• Systems, Procedures and Documentation
  • Maintain accurate financial records within the finance system.
  • Ensure finance policies and procedures are followed consistently.
  • Document finance processes and support continuous improvement initiatives.
  • Contribute to maintaining strong internal financial controls and segregation of duties.
• Stakeholder Liaison and Support
  • Act as a point of contact for finance‑related queries from internal teams.
  • Liaise with suppliers, funders, auditors, and external stakeholders as required.
  • Communicate finance information clearly and professionally to non‑finance staff.
• Compliance and Risk Awareness
  • Support compliance with Charity Commission guidance, financial regulations and best practice.
  • Identify financial risks, inconsistencies, or breaches of procedure and elevate appropriately.
  • Uphold confidentiality and data protection requirements at all times.
• General Responsibilities
  • Operate in line with The Mainstay Foundation’s values and charitable objectives.
  • Contribute to a culture of accountability, transparency and continuous improvement.
  • Provide cover and support to other members of the Accounts Team as required.
  • Undertake any other reasonable duties consistent with the role.

• Proven experience in an accounts or finance support role within a structured environment.
• Practical experience of accounts payable, accounts receivable, and reconciliations.
• Experience using accounting or finance management systems.
• High level of numerical accuracy and attention to detail.
• Strong organisational skills with the ability to manage competing priorities.
• Clear and professional communication skills, both written and verbal in English.
• Competent in Microsoft Excel and Microsoft Office applications.
• Ability to handle sensitive financial and personal data with discretion.
• Ability to work collaboratively within a small team and independently when required.
• Commitment to the mission, values, and charitable purpose of The Mainstay Foundation.

• AAT qualified, part-qualified, or equivalent accounting qualification.
• Experience working within a charity, not‑for‑profit, or public sector organisation.
• Experience supporting month‑end or year‑end processes.
• Understanding of VAT and charity‑specific financial requirements.
• Experience using ERP or finance systems (e.g. Odoo, Sage, Xero).
• Experience assisting with audit preparation and compliance documentation.
• Experience contributing to finance process improvements or systems development.

Note: Above and beyond the responsibilities listed, you will receive additional duties as needed and only if they align with the operational objectives of the organisation. You are expected to perform changing tasks as the business evolves. This is not an exhaustive list.