Finance Assistant

**Job Title**:
**Finance Assistant**

**Reports to**:
Finance Officer

**Line Manages**:
None
PURPOSE OF ROLE
- Be the first point of contact for payment requests at the Trust; be they grant requests, purchase invoices, volunteer expenses, or private medical bills.
- Keep excellent records of payment requests, payment batches, credit card transactions, and budget holder authorisation.
- Make daily batch payments from the Trust’s bank accounts and arrange authorisers for those payments.
- Support the team with fast accurate data entry ahead of busy grant payment days in April and June.
- Assist with the Financial Management of the Trust, by compiling and despatching Finance Committee packs each quarter.
- Provide support to the wider Trust team, undertaking administrative tasks as required.

**MAIN DUTIES & RESPONSIBILITIES**
- **Paying grants and completing proof of existence checks.**:

- Process ad hoc and scheduled payments to beneficiaries throughout the year (including payments to beneficiaries based overseas). Ensuring all payments meet the requirements set out by the Trust.
- Process Annual Grants ahead of the 6 April payment day, and Health Grants ahead of the 1 June payment day.
- Make daily payments of batches from the Trust’s bank accounts.
- Respond to enquiries of a financial nature from beneficiaries and authorised third parties.
- Complete periodic video calls to beneficiaries to comply with the requirements of the Departments of Health and Social Care.
- Maintain an accurate record of all beneficiary contact and related activity.
- **Processing of purchase invoices, external expense claims and staff expenses.**:

- Process approved supplier invoices.
- Process expenses from staff and volunteers, ensuring they comply with the Trust’s expenses policy and are correctly authorised.
- Carry out payment runs and obtain the correct approvals in line with the Trust’s policy.
- Set up new suppliers on Aqilla (the Trust’s accounts system).
- **Processing of Private Referral payments.**:

- Make payments to hospitals and practitioners where beneficiaries have been referred for treatment.
- Maintain records both on Aqilla and in Excel to monitor these payments.
- Assist with the collection of Private Referral contributions from beneficiaries.
- **Maintenance of credit card records.**:

- Set-up spreadsheets and files each month for card holders to record the expenditure in.
- Check credit card expenditure records against statements issued by the bank, and liaise with card holders to ensure these are updated and transactions are approved each month.
- Upload journals to record the credit card transactions in Aqilla, and file supporting documentation appropriately.
- **Support of the Finance Team and the wider Trust team**:

- Compile and despatch papers quarterly for the Finance Committee members.
- Gain an understanding of the beneficiaries requiring additional financial support to be able to provide back up for the Finance Co-ordinator (Beneficiary Support).
- Support Finance Team members and provide cover when necessary.
- Operate as part of the Trust’s wider staff team and offer administrative support when required.
- Respect confidentiality of information at all times and to respect the principles of equality and diversity.
- Undertake other tasks as reasonably requested by the Finance Director and Finance Officer.

Person Specification
The position of **Finance Assistant **requires the following skills, knowledge and experience.
Essential
- Experience of working in a finance role.
- Proficient in Microsoft Excel, Outlook and Word and experience of using accounting software.
- Good administrative skills and excellent attention to detail.
- Good written communication skills, strong oral communication skills and a good telephone manner.
- Excellent interpersonal skills and an ability to quickly establish positive relationships with beneficiaries within clear boundaries.
- Team-player with a flexible approach to work and a creative approach to problem solving.
- Confidence and sound judgement.
- Sensitive, empathetic and non-judgemental.
- Self-motivated with the ability to take responsibility within agreed parameters.
- Able to give and receive feedback constructively.
- Commitment to the aims of the Thalidomide Trust.

**Desirable**
- Experience of working in the voluntary sector.
- Knowledge or qualification in accountancy.

**Job Types**: Part-time, Permanent

**Salary**: £25,480.00 per year

**Benefits**:

- Company pension
- Free parking
- On-site parking
- Private medical insurance
- Sick pay

Schedule:

- No weekends

Ability to commute/relocate:

- St. Neots: reliably commute or plan to relocate before starting work (required)

Work Location: One location