Finance Assistant

Job Title: Finance Assistant
Salary: between £28,000 - £30,000 depending on skills and experience
Contract: Permanent, Full time
Working hours: 37.5 hours a week, Monday to Friday
Location: Oxford (The Old Music Hall, 106-108 Cowley Road, Oxford, OX4 1JE)
Hybrid, at least two days per week in the office

About Ethical Property

Founded 25 years ago, the Ethical Property Company provides affordable workspaces to charities, community groups, campaigns and social businesses working for a fairer and more sustainable society.

From humble beginnings, the company has grown steadily and now owns or manages 17 centres across the UK providing office, retail and conference space to over 1,000 social change organisations.

Flexible leasing arrangements provide our tenants with long-term security and working alongside like-minded organisations offers them influence-enhancing networking opportunities.

The Post

The finance assistant role will be responsible for accounts payable and accounts receivable for 2 small organisations, and assisting with financial tasks for Ethical Property.

The Finance Assistant will report to the Finance Manager.

Finance Responsibilities
Using accounting software Quickbooks.
Purchase ledger (Resource for London and The Foundry)
, Process all purchase invoices within the existing procedures, including coding, posting to the accounting system, obtaining authorisation, preparing invoices for payment by BACS, sending out remittances;
, Liaise with finance team and budget holders to ensure accurate invoice coding
, Management of the purchase ledger on Quickbooks, including allocation of payments, supplier statement reconciliations, supplier queries;
, Posting credit card analysis for Ethical Property's Property Management contract credit card holders;
, Dealing with internal queries from colleagues on invoices and payments;
, Ensure all purchase ledger paperwork is scanned and filed.
Sales ledger (Resource for London and The Foundry)
, Raising sales invoices for rent, management of monthly tenant recharges, raising booking invoices for meeting and conference rooms, ad-hoc sales invoices as required on Quickbooks
, Ensure invoice entries for conference and meeting room bookings are uploaded to Quickbooks from the booking system, Centre charge, reports.


, Applying tenant changes, tenant move-in / out;
, Management of the ledger, including allocation of receipts, customer statements,
, Credit control on a weekly basis, supply debtor reports to Business accountant and relevant Centre Manager and Conference Sales Co-ordinator on a monthly basis
, Responding to tenant queries in a timely manner;
, Ensure all sales ledger paperwork scanned and filed.

Bank and cash (Resource for London and The Foundry)
, Posting bank payments and bank receipts,
, Management of purchase ledger BACS payments
, Filing bank statements and other paperwork.

Payroll Responsibilities
, Detailed management of monthly payroll, working with HR and with the payroll provider to ensure the payroll is correctly administered and processed
Including all;
o Starters, leavers, contract or salary changes
o All overtime
o All benefits including childcare vouchers, pensions, company and travel to work loans
o Maternity/paternity/adoption pay
o Tax Code changes/updates
o SL1 and SL2 updates
o Sickness payments/deductions
, Ensure, with attention to detail, the gross-to-net report each month is clearly checked in line with submitted payroll data and reconciled to the HR system.

Advise the provider of any discrepancies and ensure these are corrected prior to sign-off.
, Ensure a good relationship with the payroll provider is maintained.
, Provide payroll data for audit process, assist auditors where needed
, Maintain and update the two Pension Schemes on a monthly basis, including reconciliations, updates, contribution amendments, enrolments and leavers.


, Creation and updating of management information, including FTE monitoring and Starter, Leavers and Turnover monitoring.

Other responsibilities include
, Produce the monthly trade debtors report for EPC;
, Provide support to the finance team e.g.

responding to queries from the Finance Manager;
, Provide cover to the EPC Sales and Purchase ledger.

This includes recharges;
, Continuous review and improvement of internal processes in consultation with colleagues, to improve the services we provide to tenants.

Person Specification

Personal competencies and skills:
, Collaborative approach with strong teamwork skills;
, Customer-focussed approach to providing a finance service;
, A high level of personal organisation

Essential skills and experience:
, AAT part qualified or pass finalist
, Significant experience in running finance ledgers (sales, purchase and bank);
, Ability to act quickly and effectively using their own initiative;
, Meticulous attention to detail;
, Good organisational skills and the ability to prioritise work, multi-task and remain flexible;
, Ability to work under pressure and to tight deadlines;
, Excellent communication skills at all levels;
, To be able to work alone and as part of a wider team;
, To be trustworthy, personable and reliable;
, A commitment to provide a good service to our tenants, suppliers and colleagues;
, Excellent IT skills, including computerised accounts packages and Microsoft Office - at least to intermediate level in Excel;
, A commitment to social and environmental issues.

To continue your application, please click 'Apply'