Company Secretary

6 months ago

Henley on Thames, United Kingdom The Kenton Theatre Full time

The Kenton Theatre is a stunning Georgian venue which first opened in November 1805 and is one of the oldest working theatres in the UK. Seating 240, the theatre today offers a varied programme of music, drama, dance, talks, comedy and family work and is regularly hired by a number of community groups and private events. Boasting over 230 performances a year, with an annual income of c£500k.

Reporting to the Theatre Manager and working closely with the Treasurer, this role is an essential part of the operation of the Kenton Theatre. Responsible for preparing reports, maintaining our accounting software (Xero) and ensuring that payments and receipts are monitored and actioned as appropriate to support the work of the theatre.

Responsible for: Finance Administrator

**Main duties and responsibilities**

**Theatre’s Accounting System - Xero**
- Responsible for journal and other entries ensuring accuracy and completeness of financial records
- Management and maintenance of the Chart of Accounts and other Standing Data
- Management of and preparation of reports both for control and management information
- Management and control of interfaces to the Accounting System to include: Spektrix (Ticketing System), Bank Accounts (Barclays), Barclaycard (Tickets sales - card and internet), Square (Bar - card sales) and Theatre Gift Cards
- Maintenance, operation and reconciliation of key control accounts; Income tax, VAT, Pension, PRS, Theatre Gift Cards
- Management of user access, interface with system provider

**Accounts Payable**
- Weekly payment run. Ensuring all suppliers, hirers and artistes are paid to terms and all spend is authorised in accordance with the Theatre’s Control Framework
- Management of relationship with Suppliers. The role is the initial contact for all matters relating to payment of Suppliers
- Preparation of a monthly cash flow forecast highlighting where any funding draw-down is required

**Banking**
- Weekly reconciliation of two bank accounts (Barclays) operated by the Theatre:

- KTMS main account
- KTMS box office account
- Ensure all bank entries are posted to the General ledger as appropriate
- Further develop the automatic interface between banking and accounting systems e.g. automatic payment run driven from Xero

**Show Settlements**
- Produce settlement statements on a weekly basis detailing payments due to performers/hirers - their share of ticket sales and/or performance fee ensuring that PRS, VAT, technical charges and any other relevant costs are accounted for. Arrange payment to producers in accordance with the show contract
- Ensure appropriate sums are transferred from the KTMS box office account to the KTMS main account. Maintain reconciliation with Spektrix
- Reconciliation of Theatre Gift Cards with monies received and payment of invoices raised by SOLT (Society of London Theatres)

**KTMS Box Office Account**
- On a weekly basis arrange transfer of funds to the main account in conjunction with Show Settlements to include; restoration levy, box office handling charges, Community Fund and postage
- Monthly bank reconciliation of balance held to shows remaining to be settled,
- Advise on direct credits and other donations received in respect of Friends’ schemes

**Cash, expenses and credit card**
- Payment of appropriately supported and approved employee, volunteer and trustee expense forms, posting to ledger
- Accounting for the payment (direct debit) of monthly Corporate Credit card bill (Barclaycard). Allocation of line items to appropriate ledger codes based on analysis provided by card holder. Accounting for and claiming VAT where necessary supporting vouchers provided,
- Control and monitoring of cash floats held by Box Office, Café and Bar including verification exercise to support annual accounts

**Bar and café receipts**
- Accounting for and banking income from Bar and Café. Reconciliation of cash takings to Square system.
- Monthly reporting of bar/café performance by show as part of the analysis of shows report

**Sales ledger**
- Invoicing of sponsors, advertisers and other miscellaneous customers,
- Managing sales ledger control account, chasing for payment and escalating as necessary,
- Recording of hirers deposits, managing control account releasing to P&L when show is settled

**VAT**
- Quarterly reporting to HMRC. Generate draft VAT report from finance system, list all invoices paid and income received and review to ensure all included are correct.
- Prepare online VAT return, and enter in records amounts payable/repayable by HMCR
- Arrange VAT payment as required

**Reporting**
- Monthly production reports based on show settlements, levy income and bar statements
- Monthly management accounts (P&L) reporting variance to budget across key income and expenditure line items
- Quarterly full accounts - P&L, Balance Sheet and use of Restoration Levy

**Budgets**
- Support the preparation and consolidation of the Annual Budget and any reforecasting a

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