Job Description
Finance Assistant
Responsible to:Finance Manager
Salary:£30,000
Hours:35 hours per week
Normal office hours:
10am to 6pm Monday to Friday, occasional work may be required outside these hours
Benefits include:
Contributory pension scheme, season ticket loan, training and development opportunities
Holiday:
25 days per annum pro rata rising by 1 day each full financial worked to a maximum of 30 pro rata
Probation Period:
3 months
Notice period:
1 month during probationary period, 2 months following successful probationary period
Job Summary
This is a key role within a small and busy finance team. It is responsible for a range of core functions and plays a vital role in helping the Young Vic maintain a strong set of finance procedures.
The Finance Assistant will work with staff from across the organisation to help resolve queries and ensure that finance and payroll processes are operating efficiently and effectively.
Key objectives:
• To operate key finance and payroll policies including accounts payable, weekly staff payroll and staff expenses.
• To ensure that the Finance email inbox is monitored and that both internal and external queries are resolved or escalated.
• Administer the SOLDO prepaid expense cards, making sure that cards are tracked, reconciled and entered onto Sage
• Provide general support to the finance team, helping it to achieve its objectives Areas of Responsibility: Management of the Finance email inbox
• Regularly monitor new messages received into the finance inbox
• Where possible, deal with queries. Work with other team members to resolve the remaining queries.
• Ensure that any invoices received from suppliers are captured and logged. Send these to the relevant budget holder within the theatre for authorisation and coding.
• File all messages into folders, ensuring that we retain records. Accounts Payable
• Ensure that all invoices are authorised and coded by a budget holder prior to payment
• Enter invoices onto the Sage finance system
• Maintain electronic filing of invoices and approvals so that we have accurate documentation to support payments. Staff expenses: Credit cards and SOLDO cards
• Act as initial point of contact for staff with expense queries.
• Lead finance inductions for new staff to help them understand the expense process.
• Reconcile credit cards each month, ensuring that staff have adequate back-up to support their expenses.
• Administer the SOLDO prepayment cards.
• Enter transaction from credit and SOLDO cards onto Sage.Weekly payroll
• Collate weekly timesheet information and enter onto Sage Payroll.
• Run weekly payroll reports and review for errors.
• Set-up new joiners onto Sage Payroll.
Other tasks
• Assist with gathering information for the annual audit, Arts Council returns and similar compliance requests.
• Bank cheques received.
• Lead on the archiving of paper documents stored in the office.
• Assist with other tasks where needed to help ensure that the finance function operates effectively, including providing cover where staff are sick or taking annual leave.
• To uphold and embody all Young Vic company policies, including but not limited to our Equality, Diversity and Inclusion, Dignity at Work, Health and Safety and Code of Conduct for Staff
• To engage and contribute to the Young Vic becoming and sustaining antiracism practice throughout the organisation
• To support the Young Vic’s aims to support environment sustainability and responsibility
• To attend any training required by the organisation
• Any other reasonable duties required to assist the Finance Department or the Young Vic operation as a whole.
Person Specification Finance Assistant
Essential Skills:
• Previous experience of working in a busy finance team
• The ability to communicate effectively with / work closely with finance and non-finance professionals alike - verbally and in writing • Good team player with ability to multi-task
• The ability to work under pressure with strong attention to detail
• Good IT skills, particularly Excel
Desirable Skills:
• Studying towards a recognised accountancy qualification (e.g. AAT / ACCA) •
Experience of working in the charity or not for profit sector• Experience of Sage / Xero accounting software • Passionate about the Young Vic’s mission
Finance Assistant in London employer: YOUNG VIC THEATRE
The Young Vic is an exceptional employer, offering a vibrant and dynamic work culture that fosters creativity and collaboration. As the Head of Trusts & Foundations, you will not only have the opportunity to drive significant fundraising initiatives but also benefit from professional growth in a supportive environment dedicated to artistic excellence. Located in the heart of London, the theatre provides a unique platform for impactful work, ensuring that your contributions directly support innovative projects and community engagement.
