Personal Assistant to Managing Director

7 months ago

Oldham, United Kingdom Howarth Housing Group - Lifeline NW CIC Full time

Job Title: Personal Assistant to Managing Director with Finance Assistant Duties (Xero)

Location: Oldham, with potential travel across Greater Manchester

**Salary**: £28,000 per annum.

Working Hours: Monday to Friday, 9:00 AM to 5:00 PM

**Job Summary**:
As a Personal Assistant to the Managing Director with additional responsibilities as a Finance Assistant utilising Xero, you will play a pivotal role in providing comprehensive support to the Managing Director while efficiently managing financial tasks using Xero software. This position requires a highly organised individual with exceptional multitasking abilities and proficiency in financial management tools, to ensure the smooth operations of our organisation.

**Duties**:
1. Administrative Support:

- Act as the primary point of contact for the Managing Director, managing correspondence and communication efficiently.
- Coordinate and schedule meetings, appointments, and travel arrangements for the Managing Director.
- Prepare and organise documents, reports, and presentations as required.
- Handle incoming inquiries and prioritise tasks effectively to ensure smooth operations.
- Assist in general administrative tasks related to finance operations, such as filing documents, maintaining financial records, and responding to queries from external agencies.

2. Financial Record Management:

- Maintain accurate financial records using Xero accounting software. This includes recording income, expenses, assets, and liabilities.

3. Accounts Payable and Receivable:

- Process invoices, payments, and receipts. Monitor accounts receivable aging and follow up on overdue payments. Manage invoices and payments.

4. Bank Reconciliation:

- Perform regular bank reconciliations to ensure all transactions are accurately recorded in Xero and match bank statements.

5. Expense Management:

- Review and process employee expenses, ensuring compliance with company policies and procedures.

6. Financial Reporting:

- Generate financial reports such as profit and loss statements, balance sheets, cash flow statements, and other ad hoc reports as required. Provide insights into financial performance to aid decision-making.

7. VAT Returns:

- Prepare and submit VAT returns to HM Revenue & Customs (HMRC) in compliance with UK tax regulations.

8. Payroll Processing Support:

- Assist in payroll processing activities such as calculating salaries, deductions, and statutory payments. Ensure accurate recording of payroll transactions in Xero.

9. Budgeting:

- Support the finance team in preparing budgets.

10. Compliance and Regulatory Requirements:

- Stay up-to-date with changes in financial regulations and ensure compliance with UK accounting standards. Assist in the preparation of year-end accounts.

**Requirements**:

- Experience in Business Administration, Finance, or related field preferred.
- Proven experience as a Personal Assistant or Administrative Assistant, preferably in a similar capacity.
- Proficiency in using Xero or similar accounting software is essential.
- Strong organizational skills with the ability to prioritize tasks and meet deadlines.
- Excellent communication and interpersonal abilities.
- Attention to detail and accuracy in financial record-keeping.
- Ability to maintain confidentiality and exercise discretion.
- Proactive mindset with the ability to anticipate needs and take initiative.
- Flexibility and adaptability to a fast-paced and dynamic work environment.
- Office skills: Proficient in using office equipment such as printers, scanners, and copiers. Familiarity with basic office procedures.
- Clerical skills: Ability to perform clerical tasks such as filing, organising documents, and managing paperwork.
- Phone etiquette: Excellent phone manners with the ability to handle calls professionally.
- Organisational skills: Strong organisational skills to manage multiple tasks efficiently.
- Typing skills: Ability to type accurately and quickly.
- Administrative skills: Knowledge of administrative tasks such as scheduling appointments, managing calendars, and making travel arrangements.
- Data entry: Accurate data entry skills with attention to detail.
- Computer literacy: Comfortable working with computerised systems such as databases particularly Excel.

**Salary**: From £28,000.00 per year

**Benefits**:

- Company pension
- Free parking
- On-site parking

Schedule:

- Monday to Friday

**Education**:

- GCSE or equivalent (preferred)

**Experience**:

- Customer service: 1 year (preferred)
- Administrative experience: 1 year (preferred)

**Language**:

- English (preferred)

Licence/Certification:

- Driving Licence (required)

Work Location: In person

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