FINANCE OFFICER JOB DESCRIPTION

Job Title: Finance Officer

Reports to: Finance Manager
Hours: Part Time 30 hours per week
Salary: £21,500 - £24,500 per annum pro-rata (dependent on
experience)

Subject to successful DBS Check and references

Job Purpose and role:

The Finance Officer is responsible for supporting the maintenance of financial and administrative services
working closely with the Finance Manager and job share Finance Officer in order to meet legislative
requirements and to support the operations of Age UK Portsmouth (AUKP). These duties include but are
not limited to Sage Accounts functions, assisting with payroll and employee records.

Responsibilities

Reporting directly to the Finance Manager (remote), the Finance Officer will support and assist the Finance
Manager, to ensuring the smooth running of Finance Department operations. The Finance Officer will job
share with a second Finance Officer, and within guided remit, in the absence of the Finance Manager
ensure that effective methods are put in place ensuring that all employees and company processes run to
maximum efficiency and to cover the finance department duties when required.

Duties (this list is not exhaustive)

 Process daily post and assist in the management of the Finance email account
 Regular posting of purchase and sales ledger entries to Sage Line 50 Accounts including managing
incoming queries
 To be responsible administration of the four-weekly payroll
 To be responsible for the administration of the monthly payroll
 Maintain the fixed asset register
 Month and year end procedures
 Petty Cash Payments including reconciliation
 Raise payments (cheques or NatWest BACS though Bankline)
 Regular banking of cash, cheques, donations etc.
 Raising invoices for monthly support services and projects
 Allocation of payments within cashbook
 Credit control and chasing debtors
 Establish, maintain and reconcile supplier and customer accounts
 Raising Purchase orders
 Process supplier and customer delivery notes and invoices ensuring goods received prior to payment
 Coding of supplier invoices and obtaining the necessary approvals
 Prepare monthly journal summaries – including occasional adhoc journals when adjustments to
accounts are required
 Manage and administer the service user Direct Debit process
 Respond and deal with telephone and email enquiries relevant to the Finance Department including
taking service user payments
 Maintain financial files and spreadsheet records

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 Manage the filing, storage, archiving and security of documents meeting all Data Protection
requirements and responsibilities
 Support the development, production and implementation of Finance process documents
 Monthly credit card reconciliation
 Ensure the safeguarding of all AUKP finances via the implementation and adherence of financial
policies and procedures
 Perform other related duties as required
 Work to deadlines when required
 Reconciliation of Control Accounts
 Facilities Management Contract, obtaining quotes and ensuring renewals

Knowledge

The Finance Officer must be knowledgeable in the following areas:

 Proven experience of working in a Finance Office

 Proven expertise with computerised accounts systems, preferably Sage Line 50 and Sage Payroll
 Efficient office administration and providing l support to the Finance Manager and Finance Officer
 Charities Commission and Companies House requirements
 Highly proficient computer skills including in-depth knowledge of Excel and major Microsoft programs
 AAT Level 2 (minimum), GCSE English and Mathematics or equivalent
 Good editing, data collection, record keeping with extensive analysis skillset

Personal Attributes

The individual must maintain strict confidentiality in all aspects of performing the duties of the Finance
Officer role to include absolute discretion concerning information shared with peers and colleagues. The
Finance Officer must be able to demonstrate the following attributes:

 Be honest and trustworthy

 Be respectful at all times
 Be able to communicate well at all levels.

Work site base

Based at the Bradbury Centre, Portsmouth but required to work at any site where AUKP charitable services
are conducted that is within reasonable distance of the work site location.

Other duties

The individual will be required to undertake such other duties appropriate to the salary grade and content
of the work as may reasonably be required. Therefore, the list of duties in this job role should not be
regarded as exclusive or exhaustive. Please note that, in consultation with you, AUKP reserves the right
to update your job description to reflect changes in, or to, your post.

Diversity

AUKP believes that everyone has the right to be treated equally and that the diversity of individuals and
groups should be embraced, valued, and respected. AUKP is committed to eliminating any form of
discrimination be it direct, indirect, harassment or victimisation, and to support this the Charity has a
number of policies that you should ensure you are familiar with and compliant to. All policies are available
on the electronic Share Drive and from the Executive office. Any breaches may lead to termination of
employment.

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Right to Work

AUKP cannot employ a person who does not have permission to live and work in the UK as stated by
current British and European Law. Immigration guidance information is available upon request for further
information.

Health & Safety

You are responsible for ensuring that workplace responsibilities within your department are carried out
with full regard to, and in support of, AUKP's Health and Safety Policies.

Sustainability and Environment

AUKP is fully committed to sustainable development and environmental initiatives. It accepts its
environmental responsibilities and recognises the contributions it can make to the resolution of global,
regional and local environmental issues. The Charity will continuously seek to improve its environmental
performance and will comply, as a minimum, with all relevant environmental legislation, regulations and
codes of practice.

Data Protection

You will be responsible for ensuring that workplace responsibilities, within the department, are carried out
in compliance with the requirements of the Financial Services Authority, Data Protection Act and the
Employment Practices Data Protection Code 2002, especially concerning confidentiality, treatment of
personal information and records management.

Disclosure & Barring Service

The majority of AUKP staff are required to hold Disclosure & Barring Service (DBS) certification. The
Charity is a registered body with the Disclosure & Barring Service, reference number 20639900003. New
members of staff will be required to apply for DBS certification as part of the Charity's staff recruitment
process. Further information about the Disclosure & Barring Service is available from the Disclosure &
Barring Service website https://www.gov.uk/government/.../disclosure-and-barring-service. Under
the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1075, applicants for trading or older person
support posts are among those who are not entitled to withhold information about any previous criminal
conviction.

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Principal Attributes and Person Specification

Essential requirements are those, without which, the candidate would not be able to do the job. It is
expected that the post holder will have the knowledge and qualifications indicated or equivalent
qualifications and experience.

Desirable requirements are those which would be useful for the post holder to possess and will be
considered when more than one applicant meets the essential requirements.

Essential Desirable Evidenced through

CV and interview
Knowledge and • Computerised accounts Knowledge of the • Application/CV
Qualifications package; Sage Line 50 following: • Documentary
• Business & Administration • Document evidence
and/or AAT Level 2 or scanning,
equivalent qualifications. photocopying and
(Candidates qualified by postal procedures
experience will be • Understanding of •
considered) cultural differences.
• GCSE English and • Sympathetic
Mathematics qualifications appreciation and
or equivalent accreditation empathy of older
• Microsoft programmes and person needs and
Excel spreadsheets desires.
Skills • Excellent communication • Excellent keyboard • Application/CV
skills, both written and skills. • Interview/Task
verbal • Competence in • References
•
• Good editing, data utilising IT to
collection, record keeping undertake various
and analysis skills tasks.
Experience • Experience of working with • Ability to network • Application/CV
staff at all management and negotiate with • Interview
levels colleagues, • References
• Extensive experience of partners and
working in a Finance Office services
• Ability to organise and • Ability to •
undertake administration demonstrate a
and record keeping within a willingness to
regulatory framework. attend appropriate
training and
development.
Personal • Proactive and supportive in • Lively and informed • Interview
attributes a team environment, whilst interest in subject • References
able to take initiative within field
the remit of the post • Willingness, when
• Be a good team player necessary to
• Adaptable with a helpful and participate in
approachable manner occasional extra-
• Self motivated curricular activities
• Person of integrity, honest • Flexible approach
and trustworthy to working hours
• Able to maintain and duties,
confidentiality and including
understand the relevance of occasional unsocial
this position hours.

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• Able to remain impartial and
be sympathetic to the needs
of others
• Ability to build rapport
quickly, forming successful
working relationships with
external organisations or
individuals.