Finance and Payroll Officer

Job Title: Finance and Payroll Officer

Responsibilities

1. Payroll Management

• Process payroll in collaboration with the payroll provider or software to ensure timely and accurate salary payments.
• Maintain up-to-date payroll records for all staff, including new starters, leavers, and changes.
• Manage pension contributions, statutory deductions, and payroll year-end tasks.
• Verify and process staff expense claims and reimbursements in line with company policy.

2. Purchase Ledger and Invoice Management

• Maintain an accurate and up-to-date purchase ledger.
• Enter supplier invoices into the finance system, ensuring correct coding and approvals.
• Match purchase orders with invoices and delivery notes, verifying accuracy before processing.
• Prepare and manage regular payment runs, ensuring suppliers are paid on time.
• Monitor outstanding invoices, follow up on approvals, and chase payments where necessary.
• Reconcile supplier statements and resolve invoice discrepancies in a timely manner.

3. Financial Administration

• Maintain accurate and organised financial records, ledgers, and documentation.
• Process receipts, payments, and journal entries.
• Support the preparation and review of departmental expenses.

4. Budget Monitoring

• Assist in the preparation and ongoing monitoring of departmental and organisational budgets.
• Track actual spend against budget allocations and highlight variances.
• Support budget forecasting and assist with financial planning and corrective actions where needed.

5. Accounts Payable and Receivable

• Oversee both incoming and outgoing payments.
• Monitor customer and supplier accounts, follow up on outstanding balances.
• Support reconciliation of accounts and ensure timely financial transactions.

6. Financial Reporting

• Contribute to the preparation of monthly, quarterly, and annual financial reports.
• Provide financial data for board meetings, audits, and funders as needed.
• Prepare financial summaries, forecasts, and ad-hoc analysis upon request.

7. Compliance and Record-Keeping

• Ensure compliance with all relevant financial regulations, policies, and internal procedures.
• Maintain appropriate records to support audits and statutory inspections.
• Support internal financial controls and assist in risk management practices.

8. Audit Preparation and Support

• Prepare audit schedules and supporting documentation.
• Coordinate with external auditors and address queries during the audit process.
• Implement audit recommendations and support continuous improvement efforts.

9. Systems and Tools Management

• Use financial systems and accounting software, Xero, to manage transactions.
• Maintain and help improve financial tools and reporting systems.

10. Interdepartmental Coordination

• Work closely with HR, operations, and administration teams on financial matters.
• Support project teams with financial tracking, grant management, and expenditure reporting.
• Liaise effectively with suppliers, banks, and other external partners.

Essential Qualifications and Experience

• AAT qualified or working towards a recognised accounting qualification (e.g. ACCA, CIMA, or equivalent), or significant relevant experience.

Desirable Qualifications and Experience

• Experience working in a healthcare, charity, or SME environment.
• Familiarity with grant reporting, budget monitoring, or project accounting.
• Understanding of HMRC regulations relating to payroll, pensions, and expenses.

Skills and Abilities

• High attention to detail and accuracy in financial record-keeping.
• Ability to manage multiple financial processes and meet deadlines under pressure.
• Strong problem-solving and reconciliation skills.
• Excellent verbal and written communication skills for liaising with staff, suppliers, and external partners.
• Discretion and confidentiality when handling sensitive financial and staff data.

Personal Attributes

• Organised, proactive, and self-motivated with a hands-on approach.
• Reliable and trustworthy with a strong sense of professional integrity.
• Collaborative and willing to work across departments and support non-finance staff.
• A continuous improvement mindset, open to streamlining processes and adopting new tools.
• Proven experience in payroll processing and purchase ledger management.
• Strong working knowledge of Xero.
• Experience managing accounts payable and receivable, including invoice reconciliation and payment processing.
• Previous experience preparing or assisting with management accounts, financial reports, and audits.

Job Types: Part-time, Permanent

Pay: £25,079.00-£26,193.00 per year

Expected hours: 25 per week

Benefits:

• Company pension
• Employee discount
• Free parking
• Health & wellbeing programme
• On-site parking

Schedule:

• Flexitime
• Monday to Friday

Work Location: In person