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Finance Officer

2 weeks ago

Woking, United Kingdom The Lightbox Full time

**JOB DESCRIPTION**

**Job Title : Finance Officer**

**Based at **: The Lightbox, Chobham Road, Woking GU21 4AA

**Reports to **: Head of Finance

**Salary Range** : £25,000 pa

**Hours **: 5 days per week (37.5 hours)

The Lightbox is an award-winning gallery and museum. Our employees are our biggest asset and as a Charity we are committed to ensuring our employees have meaningful, fulfilling careers with us.

Our philosophy

We believe:

- That art has the power to make you feel good.
- The Lightbox is a dynamic and inspiring place to spend time, to think, to discover.

We are passionate about:

- offering a creative environment where you can always learn and experience something new.
- our social purpose which is to provide arts and heritage services to those that would not otherwise be able to access them.

**Overview**

The Finance Officer reports to the Head of Finance.

The Finance Officer is responsible for carrying out regular daily, monthly and annual financial tasks efficiently and in a timely manner, using Sage and other internal systems including:

- monthly management accounts,
- variance reports,
- balance sheet accounts,
- bank account reconciliation,
- processing sales and purchase invoices,
- coding where necessary,
- weekly reconciliation of till takings and safe,
- ensuring enough change is in the safe, banking,
- counting donation boxes,
- gift aid claims,
- maintain fundraising records on the CRM including processing of gifts
- credit control,
- manual transfer of web/till takings to correct bank accounts/company/departments etc.
- drafting Year End Statutory Accounts
- liaising with auditors during the annual audit.
- Payment of suppliers,
- keeping petty cash tin,
- maintaining manual filing system for Accounts so that information is accessible,
- Archiving regularly in accordance with retention schedules in our Data Protection Policy.

The Finance Officer is also responsible for running monthly payroll, processing starters and leavers, reporting to HMRC for monthly and year end processing.

The Finance Officer also manages the main office at the Lightbox, ordering stationery and stamps, providing telephone cover when possible if reception is busy.

The Finance Officer also acts as the main point of contact with the IT provider, signposting support for colleagues for larger issues and helping where possible with minor troubleshooting.

**Main responsibilities**

**Financial Monitoring**:
Keep statutory books of account
Prepare monthly management accounts
- Trading Account
- Balance sheet/cash flow
- Variance analysis
- Distribute department accounts to Head of Teams and resolve any queries.
- Preparing Depreciation schedule
- Reconcile monthly balance sheet /accounts.
- Drafting forecasts
- Draft year end statutory accounts
- To liaise with all departments on processing of purchase invoices and raising of invoices.
- Preparation of the quarterly VAT return
- Provide all supporting documents to auditors

**Cash Management**:

- Prepare Weekly cash report
- Manage and issue petty cash/credit card
- Bank cash takings - reconciling weekly till takings and safe float, resolve anomalies
- Processing bookings made via website
- Processing refunds for bookings made via website
- Monthly reconciliation of admissions purchased via Art Tickets platform
- Raise invoices for services or funding, as requested
- Ensure invoices are subsequently paid
- Process creditor invoices
- Write cheques and pay creditors - on due dates
- Ensure all relevant documentation appropriately filed
- Liaise with CAF bank and Lloyds on administrative issues

**Payroll and employee records**
- Run monthly payroll
- Process payments including PAYE and NI to HMRC
- Ensure Pension payments appropriately recorded and monies paid to NEST
- Process starters and leavers
- Run year end payroll and report to HMRC

**Office Management**:

- Purchasing stationery, stamps, kitchen supplies
- Monitor telephone service provider
- Issue financial procedure instructions, as appropriate
- Manage archiving of documentation

**Staff**
- Maintaining sickness and holiday records, and preparing new employee contracts based on the current template provided by the HR consultant.

**Membership / Donations**
- Working with Membership Assistance to reconcile membership and donation receipts with CRM records.
- Monitoring gift aid declarations and processing of Gift Aid claims
- Updating the CRM where appropriate.

**ICT**
- Problem solving
- Backups and other regular procedures - on site server
- Liaising with ICT provider as the primary contact
- To monitor developments in Sage to identify opportunities to improve generation of management information.
- To contribute to developments of systems to improve displays - web, tills, etc.

**Board Meetings**
- To take confidential minutes at quarterly Board Meetings and committee meetings as required
- To distribute minutes to Board and committee members as required.

**General**
- To provide traini