Finance Assistant - Purchase Ledger & Treasury

Finance Assistant - Purchase Ledger & Treasury

Advantage Schools are seeking an enthusiastic and experienced Finance Assistant to join our dedicated Finance Team at our Trust Central Office located at The Vale Academy, Dunstable. You will play a key role in managing the day-to-day treasury and purchase ledger operations within the Trust’s central finance function. This will include supporting effective cash flow management, completing bank reconciliations, processing supplier invoices and payments, maintaining accurate financial records, and resolving related queries.

You will ensure that all transactions are processed accurately and promptly, in accordance with the Trust’s financial controls, internal policies, and regulatory requirements. The successful candidate will demonstrate strong communication and organisational skills, excellent attention to detail, and a sound understanding of accounting principles, particularly in relation to treasury, accounts payable, and purchase ledger processes.

MAIN DUTIES AND RESPONSIBILITIES:

Invoice Processing:

• Review, match, and process supplier invoices against purchase orders and delivery notes to the appropriate cost centres and account codes.
• Verify the accuracy of invoice details and resolve any discrepancies with suppliers or internal teams.
• Maintain an up-to-date purchase order log and ensure all purchase orders are accurately reflected in the accounting system.

Payment Processing:

• Assist in the preparation and execution of weekly payment runs to suppliers.
• Ensure payments are made in accordance with agreed terms and accurately reflect outstanding liabilities.
• Prepare payment lists and reconcile supplier accounts to ensure no outstanding payments or overpayments occur.

Supplier Account Reconciliation:

• Reconcile supplier statements to the Trust’s records on a monthly basis.
• Investigate and resolve any discrepancies, ensuring that all discrepancies are addressed promptly.
• Maintain and monitor the accounts payable ledger, ensuring all transactions are accurate and up to date.

Data Entry and Record Keeping:

• Ensure all financial data is entered into the accounting system accurately and timely.
• Maintain electronic and paper records of invoices, payments, and supporting documentation in an organized manner.
• Assist with the preparation of financial reports and internal audits as needed.

Communication with Suppliers and Internal Teams:

• Build and maintain strong relationships with suppliers, addressing inquiries related to payments, invoices, and discrepancies.
• Communicate with internal departments, such as procurement and finance, to ensure timely and accurate processing of invoices and payments.
• Collaborate with team members and management to improve processes and address any purchase ledger-related issues.
• Work closely with team members to create and implement a trust wide procurement strategy.

Compliance and Control:

• Ensure all activities are carried out in compliance with internal controls, Trust policies, and financial regulations.
• Assist with VAT reporting and ensure proper documentation is maintained for tax purposes.
• Assist in maintaining accurate records for audit purposes and provide necessary support to auditors as required.

General Administration:

• Support the purchase ledger team in various administrative tasks.
• Assist with month-end closing procedures, ensuring all relevant invoices and payments are processed.
• Provide backup support to other finance functions as needed, including accounts receivable or payroll.

Supporting Finance Managers

• Raise sales invoices as requested by finance managers.
• Follow up on overdue sales invoices to ensure timely payment.
• Reconcile income and expenditure related to school trips.
• Reconcile charity funds, ensuring timely distribution to designated charities.
• Raise purchase orders (POs) as required.
• Undertake ad-hoc tasks as directed by finance managers.

Treasury & Cash Management:

• Posting all transactions from all bank accounts into the accounting system. Determining income sources and applicable information.
• Posting all income from parent payment systems and preparing reconciliation
• Prepare and process daily/weekly/monthly bank reconciliations for all trust bank accounts, ensuring accuracy and completeness.
• Assist with cash flow forecasting and reporting to support financial planning.
• Generating all bank payments ensuring that all payment controls and processes are adhered to.
• Ensure timely and accurate processing of payments, including BACS, CHAPS, and other transactions.
• Monitor and manage bank accounts across the Trust to ensure optimal cash flow.
• Support the management of investment accounts and the allocation of funds across schools.
• Building and maintaining strong relationships with bank contacts.
• Ensuring compliance with all relevant treasury regulations and procedures.

Financial Processing & Controls:

• Ensure financial transactions are processed in compliance with Trust policies and regulatory requirements.
• Assist in maintaining accurate financial records for treasury-related activities.
• Support the review and reconciliation of financial transactions related to banking and cash flow.
• Assist with internal and external audits, ensuring all treasury records are up to date and accurate.

Stakeholder Engagement & Support:

• Act as a point of contact for finance-related queries from schools and suppliers regarding payments and banking matters.
• Work closely with the wider finance team to ensure smooth processing of financial transactions.
• Assist in developing and improving treasury processes and financial controls.
• Provide general support to the Finance Controller including handing mail and answering the telephone
• Appropriate storage and archiving of source documents
• Responding to ad hoc financial requests and analysis of income / expenditures as required
• Posting of journals onto the accounting system
• Undertaking any other treasury-related duties as require

Note:

Please note that the above list of duties is illustrative of the general nature and level of responsibility of the role. It is not a comprehensive list of all tasks the finance assistant will carry out. The post holder may be required to do other duties appropriate to the level of the role, as directed by their line manager.

JOB SPECIFICS

Start Date: asap

Salary: AS 9-14 FTE £27,564-£29,850 dependent on experience

Job Role: Permanent, Full Time or Part Time - to be agreed,

This is an Office based role located at our Trust Central Office at The Vale Academy, LU5 4QP

The Trust reserves the right to interview and appoint a suitable candidate before the deadline date.

Safeguarding

The safeguarding and welfare of children is paramount and all our staff share this view. Applicants must be willing to undergo safeguarding and child protection checks including with past employers and the Disclosure and Barring Service.