Finance Assistant- Accounts Payable

2 months ago

Oxford, United Kingdom Gillespies Full time

Job title**:Finance Assistant - Accounts Payable**

**Location**: Oxford

**Contract**: Permanent

**Hours**: 37.5 Hours per week

**Reports to**: Assistant Management Accountant / Financial Controller

**Purpose of the role**

Gillespies is a leading landscape architecture, environmental planning, and urban design practice with offices across the UK. We are a friendly and sociable team and believe that collective enthusiasm, diversity, and passion for design is the root to our long success.

We have an opening for a Finance Assistant, **experienced in Accounts Payable**, to join us on a permanent basis. They will join our well-established office in Oxford, with a finance team of 7 staff and 30 technical staff, located in a historic Coach House near Bagley Wood, only 10 minutes cycle ride from the heart of the city.

We are looking for an organised, proactive, and personable character to join our Finance team, to support the Assistant Management Accountant, Financial Controller and Finance Director, by covering the accounts payable function, along with a variety of other financial duties. The role consists of a high usage of Deltek Vantagepoint, our financial management software, experience with this or a similar system is desirable but not essential as long as you are keen to learn how to use a new financial system.**Main responsibilities**
- Review and manage the finance.south inbox, filing correspondence as required
- Update and maintain the purchase ledger invoice register, ensuring unapproved invoices are chased up in a timely manner
- Send invoices to relevant individuals for approval and chase response
- Process approved purchase invoices into Deltek Vantagepoint accounts system, including coding to correct nominal code, when required
- Maintain purchase ledger accounts and ensure balances are checked and reconciled to supplier statements
- Deal with any general supplier queries or issues arising from reconciling supplier statements in a timely fashion
- Run accounts payable report from Deltek Vantagepoint, ensuring all payments are posted up to date, so that proposed payment runs can be generated
- Maintain and update the urgent supplier payment listing
- Prepare and process supplier payment runs as required, once payments have been approved by the Finance Director or Financial Controller
- Prepare fortnightly proposed payment runs for approved and posted employee personal expense claims, plus ad-hoc payment runs for other urgent payments
- Prepare regular supplier payment runs for approved and posted invoices
- Process approved expenses payment runs and purchase ledger payment runs through HSBC.net and then allocate in Deltek Vantagepoint
- Check the bank accounts daily, ensuring all payments are processed, and receipts when required
- Update and maintain the Reimbursable Consultants Payment Tracker
- Save copies of sub-consultant and prepayment invoices into the agreed server folders
- Reconcile and post petty cash balances for regional offices, when required
- Monitor Internal Costs
- Monthly Company Credit card upload
- Overseeing Papercut (print monitoring tool) costs and counts
- Assist with the monthly billing process
- Posting of depreciation
- Update monthly exchange rates
- Completion of monthly bank recs for all currency accounts
- Posting of month end Journals to include prepayments & accruals
- Reconciliation of Balance Sheet accounts, when required
- Provide monthly analysis for IT expenditure
- Provide monthly analysis for HR related costs eg Staff professional memberships and ensuring only one is claimed per employee per year
- Ensure all filing is up-to-date, allowing others to access information when not in the office
- Work as a team with administration staff to support all Gillespies’ Offices
- Assist in preparation of the VAT return

**Essential Competencies & Experience required.**
- **Ideally have some accounting qualification and/or be part qualified.**:

- Strong IT understanding of financial systems
- Excellent working knowledge of Microsoft Excel - ideally including pivot tables, V-Lookups, charts, formulae.
- Be self-motivated, prepared to initiate work and operate under mínimal supervision.
- High levels of personal effectiveness, particularly co-ordination, organisation, and the ability to focus on ensuring that timetables/deadlines can be met.
- Have a flexible, organised and committed approach to work.
- Have commercial awareness and possess excellent analytical and problem-solving skills.
- Have enthusiasm, confidence, drive, presence, and self-motivation.
- Be able to establish and develop good working relationships with staff working at all levels within Gillespies.
- Ability to explain financial issues in a way that is easily understood by non-financial staff.
- Ability to organise and plan tasks effectively to work under pressure to meet essential deadlines.
- Be able to operate successfully as part of a small finance team, especially when communicating with m

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