Payroll & Finance Officer

3 months ago

Newcastle upon Tyne, United Kingdom Community Transport Full time

**Our Vision**:To bring people and communities together to help transform lives and build better communities.

**Our Mission**:A charity that is proud to provide a caring specialist transport service that improves people’s quality of life.

**The Role**

We are looking for an experienced Payroll & Finance Officer to join our Finance Team at our Byker Office on a full time basis.

The Payroll & Finance Officer will be responsible for processing and recording income and expenditure, processing payroll from timesheets to bank transfer and production of payslips, bank and credit card reconciliations, debtor reporting and production of accounts to trial balance. The role also includes production of a range of financial reports and liaison with external suppliers.

**Responsibilities, tasks, authority and accountability**:
**The responsibilities of the Payroll & Finance Officer include but are not limited to;**

**Finance and accounting**
- Maintain computerised accounts (using Sage Line 200), including sales ledger, purchase ledger, cash book and nominal ledger;
- Post transactions (sales purchases, payments and receipts) relating to individual site operations, carrying out apportionments and nominal ledger coding;
- Prepare and submit bank payments;
- Maintain and manage the petty cash system across all sites;
- Preparation and submission of VAT returns;
- Check, prepare and post purchase ledger invoices in line with the financial standing orders;
- Work with colleagues based to prepare operational costs and prices;
- Carry out regular bank reconciliations;
- Preparation of journals as required, checking the accuracy and consistency of postings;
- Management and reporting of debtors in a professional manner;
- Develop an internal financial reporting procedure and support non-finance colleagues in financial reporting processes;
- Assist in promoting cost control by building and developing positive professional relationships with suppliers, comparing suppliers and recommending alternatives as appropriate;
- Maintain a friendly and professional relationship with external suppliers, funding partners and customers, to include the supply of data as accurately and efficiently as possible and responding in a timely manner;
- Preparation of sales invoices including importing of data from CT’s vehicle management system and consideration of associated VAT.

**Payroll**
- Assist with the monthly payroll processing, using Sage Payroll, ensuring compliance with staff contracts, company, HMRC and other statutory rules, the company pension scheme and against recorded timesheets;
- Prepare and distribute payslips in a confidential manner;
- Respond to payroll anomalies and enquiries as required.

**Administration and Reporting**
- Maintain appropriate, accurate and structured financial systems and records, developing and reviewing systems and processes and training colleagues across the organisation as required;
- Assist colleagues in the preparation of grant funding returns;
- Participate in the induction of colleagues moving into roles where financial reporting is a requirement;
- Assist in the annual external audit exercise;
- Carry out internal audits as required;
- Assist in the preparation of Gift Aid returns;
- Maximise the security of finance, human resource and other sensitive data, including strict observance of back up routines, compliance with company rules to protect commercial and personal confidentiality;
- Prepare and present ad hoc reports as required by the Finance Director and senior managers.
- Assist in the regular preparation of monthly management accounting reports as required;
- Contribute to the general efficiency of the wider office environment by answering telephone calls, dealing with post and welcoming visitors, alongside other colleagues and ensuring that this is managed in line with the principle duties of this post
- Development and maintenance of a fixed asset register and associated depreciation.

**General**
- Work with colleagues across the organisation and externally in a professional manner;
- Uphold the equal opportunities and health and safety policies of the organisation and challenge behaviour where appropriate;
- Observe all relevant policies and procedures as set out in the Staff Handbook, which may be revised from time to time;
- Undertake any other tasks and duties as requested, commensurate with the status and remuneration of this post;
- Undertake training in new processes or use of new software to ensure that financial services are provided efficiently and effectively;
- Be prepared to travel to other CommunityTransport sites locally when required.

**Essential skills/training**

1. Achieved or working towards AAT, OR, qualified by experience.

2. Excellent numeracy and literacy skills

3. Experience of Sage and Sage payroll software or equivalent.

4. Experience of purchase ledger processes

5. Experience of purchase ledger processes

6. Experience of preparing accounts to T

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