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Finance Assistant

Job Purpose

The Finance Assistant will be responsible for processing supplier invoices, timesheets, payments, and performing bank reconciliations. The role involves ensuring timely and accurate processing of all financial records while working closely with other departments and suppliers to resolve queries and assist in maintaining accurate financial documentation.

 

Key Tasks:

Administer an accurate Purchase Ledger

  • Ensure all supplier invoices are accurately matched with purchase orders and delivery notes. This includes verifying the amounts, terms, and due dates, and entering them into the purchase ledger system in a timely manner.
  • Regularly reconcile supplier accounts to ensure that all transactions are accurately recorded and any discrepancies are identified and resolved quickly. This helps maintain accurate financial records and supplier relationships.
  • Manage the preparation and processing of supplier payments in line with agreed terms, ensuring payments are made on time to avoid late fees and maintain positive supplier relationships.

Purchase Invoice Matching

  • Verify that the invoice details match the corresponding purchase order (PO) and delivery note (or goods receipt). This includes checking the item descriptions, quantities, prices, and terms to ensure consistency and accuracy.
  • If any discrepancies arise between the invoice, purchase order, or delivery note (such as incorrect quantities or prices), these must be promptly addressed by contacting the supplier or relevant internal departments for clarification or correction.
  • After successful matching and verification, ensure the invoice is approved by the appropriate personnel (e.g., finance or procurement manager) before processing for payment to ensure compliance and prevent errors.

Supplier Reconciliation

  • Compare the supplier’s monthly statement against your internal purchase ledger records to ensure that all invoices, payments, and credits are accurately recorded and aligned. This helps identify any missing or unrecorded transactions.
  • Investigate and resolve any discrepancies between the supplier’s statement and your internal records, such as unpaid invoices, overpayments, or missing credits. This may involve contacting the supplier for clarification or reviewing internal records for errors.
  • Regularly communicate with suppliers to confirm balances, resolve outstanding issues, and ensure that both parties are aligned on the amounts owed or paid. This ensures accurate accounts and strengthens supplier relationships.

Timesheet Reconciliation

  • Compare the hours worked as per employees’ submitted timesheets with internal records (such as work schedules or project logs) to ensure accuracy in reported hours, including overtime, breaks, and absences.
  • Confirm that timesheets are properly approved by relevant managers before final reconciliation and payroll processing. This helps ensure that all reported hours are legitimate and compliant with company policies.

Raise Sales Invoices

  • Generate and issue accurate sales invoices to clients, ensuring they align with the terms of the sales agreement or purchase order.
  • Verify that the correct prices, quantities, taxes, and payment terms are applied before invoicing.
  • Track the status of issued invoices and follow up with clients on overdue payments to ensure timely collection.

Anticipated/ Aspirational Qualifications/Experience/Technical knowledge:

  • Proven experience in a purchase ledger, accounts payable, payroll, or reconciliation role.
  • Strong understanding of purchase ledger processes, timesheet processing, and accounting principles.
  • Experience with bank reconciliations and an understanding of cash flow management.
  • Good working knowledge of accounting software (experience with Sage is a plus).
  • Proficient in Microsoft Excel (knowledge of formulas, pivot tables, and VLOOKUP is advantageous).
  • Excellent attention to detail and high levels of accuracy.
  • Strong organisational skills with the ability to prioritise tasks effectively.
  • Good communication skills, both written and verbal, with the ability to build relationships with suppliers, employees, and internal teams.
  • Ability to work independently and as part of a team.
  • Strong problem-solving skills with a proactive approach to resolving issues.
  • Knowledge of VAT regulations and payroll processing is desirable.

Qualifications:

  • A-levels or equivalent in accounting, finance, or a related field (desirable but not essential).
  • Part-qualified in AAT (desirable).
  • Knowledge of timesheet software, payroll systems, and bank reconciliation tools (desirable).

 

Understand and identify with the Company Core Values:

Together … We Can Do More

  • One Team all equally important.
  • Through collaboration we will find the solution.
  • Using aspiration and hard work, we will create a legacy.

Rise To The Challenge

  • Exceed both our and customer expectations.
  • Continued improvement making weakness into strength.
  • Innovative use of new and old to give robust solutions.

Be Accountable

  • Own your choices and actions.
  • Deliver on our commitments / promises.
  • Our reputation is your responsibility

Do the Right Thing

  • In all things be safe.
  • Act with respect and integrity.
  • Fight hard but fair for the greater good.

Benefits

  • 4% Employer pension contribution
  • Holidays 24 days plus 8 Bank Holidays (pro rata for part-time workers)
  • Life and Accident Insurance
  • BUPA Cash Plan
Job Category: Accounts
Job Type: Full Time
Job Location: Jedburgh

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