Finance Assistant

Job Introduction

This is a fantastic opportunity to work as part of the accounts processing team in the Finance department at Diabetes UK. As Finance Assistant you will work in both the payables and receivables roles within the team on a rotational basis therefore obtaining experience in all key transactional processes in a finance department. You will record receipts on the donor management system, process credit card returns, and record supplier invoices on the purchase system.

Role Responsibility

Income Section

• Income processing – Scanning documentation and processing income received by the charity onto CIS in an accurate and timely manner. Sources of income includes CAF vouchers, cheques, cash, postal orders, direct to bank transfers, and third party transfers for which data loads are received (for example JustGiving and Virgin Money). This role is required to have a good understanding of source and product codes and how they interact with the accounting system and be able to apply coding consistently and advise the business if required, and have an understanding of which receipts qualify for gift aid.
• Cheques and cash – Checking that cheques and cash received by the post room is accurately recorded and resolving discrepancies where required. Completing paying in slips accurately and banking on a regular basis.
• Bank statements –Downloading bank statements on a daily basis so that income received directly in the bank accounts can be processed.
• Queries – Resolving queries received in the generic inbox and through other channels within the agreed channels and to an excellent standard of customer care with regard to data protection legislation.
• Process improvement – Suggesting ways to improve the efficiency of processes, in particular using IT such as excel to load data into CIS.
• Credit cards – Processing monthly credit card returns. Checking that the return agrees to the statement, that expenditure is supported by valid VAT receipts, ensuring that VAT has been correctly allocated, that the return has been signed by the credit card holder, that expenditure complies with the charity’s policies and that coding is appropriate. Liaising with staff to resolve queries and ensuring that all returns are received within the agreed timetable.
• Administration – Ensuring that documentation is carefully filed and archived as required and information/reports distributed as required.
• Other – Deputising for the senior finance assistant – income and providing cover for the finance assistants -payables and undertaking ad-hoc projects at the discretion of line management.

Accounts Payable Section

• Purchase invoices – Scanning and registering purchase invoices with a purchase order, and scanning and registering non-purchase order invoices – this includes those under the purchase order threshold and invoices paid by direct debit. Resolving queries with suppliers and the business where invoices cannot be processed, and providing guidance to individuals where processes have not been followed.
• Expenses – Checking the accuracy of volunteer and expense claims. This includes checking that expenses are supported by valid VAT receipts that VAT has been correctly allocated, that the expense claim has been signed by the claimant, that expenditure complies with the charity’s policies and that coding is appropriate. Liaising with staff and volunteers to resolve queries.
• Credit cards – As above. This role will also be responsible for maintaining a file of standing data and organising new cards and withdrawing cards no longer required.
• Payment runs – Preparing payment run files for review by management on an agreed timetable, and resolving and correcting any exceptions raised by the review. Arranging appropriate times and dates with signatories for payment run sign off.  Preparing the BACS file for submission and printing and posting cheques.
• Grants – Recording grants invoices on the grant system and importing details into the accounting system to allow payment.
• Reconciliations – Performing supplier reconciliations and other reconciliations as requested by management and in support of the year-end processes.   
• Administration – Ensuring that documentation is carefully filed and archived as required, preparing paperwork for new direct debits, clearing the credit card, invoices and purchase ledger inbox on a daily basis, and handing out petty cash.
• Other – Deputising for the payables manager and providing cover for the finance assistants - income and undertaking ad-hoc projects at the discretion of line management.

The Ideal Candidate

The successful candidate will be educated to A level or equivalent, have knowledge of basic accounting principles and be interested in pursuing a career in finance. You will have the ability to work swiftly and accurately with figures, and be able to identify, investigate and resolve discrepancies. You will be PC literate with good input and spread sheet skills and a proactive and flexible approach to work.

Package Description

What we can offer you: 

• Generous annual leave starting at 25 days plus bank holidays 
• A Cash Healthcare Plan (giving you up to £1,600 towards a range of out of pocket health expenses like new glasses, dentist, chiropractor or osteopath appointments) 
• Early finish Friday and flexible working 
• Discounts on gym membership and days out 
• Employee assistance programme to give you support on any issues that come up in life  
• Annual season ticket loan 
• Very active social scene including sport teams, gardening and other activities 
• Generous pension provision, life assurance and income protection insurance
• Cycle to work scheme (eligible for scheme if contract is permanent or longer than 12 months)

*Some benefits aren't available until you've passed your probation period and are dependent on the length of contract.

About the Company

Diabetes is the most devastating and fastest growing health crisis of our time.  There are currently 3.8 million people in the UK diagnosed with diabetes, and 1 million more with undiagnosed Type 2.

We are working to make sure that those affected by diabetes get the best care and support they need to live well with their condition and avoid life-changing complications.  We're leading the way by funding critical research, improving healthcare and treatment so we can reach our vision of a world where diabetes can do no harm.

Diabetes UK staff are motivated and experienced and extremely passionate about helping people affected by diabetes.  We have been fighting for people with diabetes for more than 80 years and changed millions of lives thanks to the new treatments, technology and policy changes we've been behind.

But there's more to do.  And you can be part of it.

We're a diverse bunch and as a charity we recognise and respect the value of everyone.

We've recently been awarded a One Star Accreditation status by Best Companies.  And this year we were named 65th in the top 100 not-for-profit organisations in the Sunday Times Best Companies to Work For list. 

We're committed to safeguarding and promoting the welfare of children, young people and adults at risk and expect all staff and volunteers to actively support this commitment.

We have a vision of a world where diabetes can do no harm.  If you’d like to be part of that, why not join us? 

To learn more about the work we do - Click here

Diabetes UK