Finance and Administrative Assistant

Summary:

We are seeking a motivated Finance and Administrative Assistant to join our dynamic team in the hospitality and charity industry. This role is essential for supporting our financial operations and administrative tasks, ensuring smooth day-to-day activities within our Limehouse, London. The ideal candidate will contribute to the efficiency of our business while gaining valuable experience in a fast-paced environment.

Responsibilities:

• Assist in managing financial records, including invoices, receipts, and expense reports.
• Support the preparation of financial statements and reports.
• Maintain accurate filing systems for financial and administrative documents.
• Coordinate office activities and operations to ensure efficiency and compliance with company policies.
• Provide administrative support to management and other departments as required.
• Assist in the preparation of budgets and forecasts.
• Handle correspondence and communication with clients and suppliers.
• Perform data entry and maintain databases related to finance and administration.

Qualifications:

• A-levels or equivalent qualification in finance, business, or a related field.
• Previous experience in an administrative or finance role is advantageous but not essential.
• Strong organisational skills and attention to detail.
• Proficient in Microsoft Office Suite, particularly Excel and Word.
• Excellent communication skills, both written and verbal.
• Ability to work independently and as part of a team.
• Basic understanding of financial principles and practices.

Key areas of Responsibility:

Accounts Payable

• Process supplier invoices accurately and promptly.
• Match purchase orders and invoices.
• Prepare payment runs and maintain supplier records.
• Resolve invoice queries with suppliers and internal departments.
• Reconcile supplier statements on a regular basis.
• Stock pricing update

Accounts Receivable

• Raise sales invoices as required.
• Monitor outstanding debts and follow up on overdue payments.
• Allocate receipts and maintain accurate customer accounts.
• Assist with cash collection reconciliations from hospitality operations.

Cash and Bank Reconciliations

• Post daily receipts and payments into the accounting system.
• Perform regular bank reconciliations and investigate discrepancies.
• Reconcile petty cash, card transactions, and cash takings from hospitality outlets.

Financial Administration

• Support internal and external audits by providing required documentation.
• Flexibility to carry tasks as operation required in the Foundation.

General Duties

• Collaborate with operational teams across hospitality and charitable programmes.
• Provide administrative support to the Finance Manager when required.
• Undertake any other duties reasonably requested by management.
• Perform bank, petty cash, and supplier reconciliations.
• Monitor outstanding payments and follow up on overdue accounts.
• Assist with month-end and year-end financial processes.
• Maintain accurate financial records and filing systems.
• Support budgeting, reporting, and audit requirements.
• Ensure compliance with financial controls and charity regulations.
• Assist with finance administration and other duties as required.

Health and Safety and record keeping

• Attend training where required.People, communication and interaction

Represent RFSK in a manner and style reflecting The Foundation’s ethos and core values.

Work collaboratively with colleagues to achieve effective outcomes for RFSK.

Take full responsibility for the management of your work email account, including checking emails on a regular basis and responding when required.

Take full responsibility for the upkeep and management of your profile on RFSK’s online HR management system, including up to date information.

Participate and complete all, in person or online training mandated by RFSK management in a timely manner.

Support of charitable objectives

Learn and be able to effectively demonstrate a comprehensive knowledge of The Royal Foundation of St Katharine, including but not limited to:

• Charitable objectives delivered through Worship, Hospitality and Service
• Working ethos.
• Commercial objectives and budgets