Accounts Administrator

The role of the Accounts Administrator

The Accounts Administrator is responsible for accurately recording all day-to-day financial transactions for able2achieve. The role is central to maintaining accurate records for year-end accounts, preparing management reports, managing invoicing and supplier payments, and overseeing finance subaccounts including credit card, SumUp, petty cash and PayPal.

Competency framework

Being People Centred  ·  Effective Communication  ·  Working Together  ·  Delivering Results

Effective leadership – Not required for this post

KPIs

• Recording day-to-day financial transactions and completing the posting process
• Processing sales invoices, receipts and payments and balancing supplier accounts
• Performing monthly payment runs for the Limited and Trust
• Producing finance reports for senior management
• Daily bank reconciliation for the Limited and Trust
• Monthly petty cash top ups within set budgets
• Dealing with financial paperwork and filing

Ways to show/measure this: Xero, management reports, adherence to process and policies/QCS reading list, and accurate finance records.

Being people centred

• Maintains customer confidence and protects operations by keeping financial information confidential
• Prepares forms for bookkeeping personnel and directs work activities
• Maintains financial controls by preparing and recommending policies and procedures
• Maintains petty cash records and completes monthly reconciliation
• Banks cheques and cash received by the Trust and Limited
• Reconciles Trust and Limited bank accounts
• Ensures suppliers are paid correctly and in a timely manner within cash flow restraints

Effective communication

• Reports to management on company finances and cost centres
• Liaises with management to encourage open communication and feedback
• Keeps accurate and timely records of company income and expenditure
• Carries out credit checks on new clients
• Regularly reviews debtors and supports credit control procedures
• Communicates with appointed accountants regarding year-end
• Purchases supplies and equipment as authorised by management

Working together

• Works effectively as a team member and contributes at meetings
• Contributes to team effort by accomplishing related results as needed
• Demonstrates commitment through good attendance and time keeping
• Contributes ideas and solutions to support colleagues
• Embraces feedback and coaching; takes responsibility for own development
• Builds positive relationships with stakeholders, auditors, solicitors and professionals
• Documents and substantiates financial transactions by auditing documents
• Supports a safe, clean and positive office environment
• Prepares financial statements for accountant review

Delivering results

• Performs Accounts Administrator duties to deliver agreed results
• Maintains professional and technical knowledge through ongoing development
• Strives for strong outcomes, supplier payments and budget control
• Works within company policies and procedures at all times
• Maintains strict confidentiality including social media conduct
• Meets able2achieve quality standards and training/appraisal commitments
• Maintains accurate records for income, expenditure and cash flow
• Prepares year-end audit file with timely, complete information
• Prepares monthly bank reconciliation for senior management review
• Pays debts when due and prepares monthly customer invoices

Person specification

Knowledge

• Strong understanding of office operations E
• Strong understanding of accounts and finances D
• Experience of using Xero E
• Working knowledge of Microsoft Office and in-house IT practices D
• Experience of maintaining comprehensive records E

Skills

• Excellent written and spoken communication with customers and external contacts E
• Strong interpersonal skills and ability to work across all levels E
• Good organisational skills and process ownership E
• Strong problem-solving and negotiation within financial constraints E
• Planning/time management with minimal supervision E
• Willingness to attend training and develop skills E
• Personal commitment to continuous improvement E
• Ability to handle confidential information appropriately E
• Good maths skills and ability to spot numerical errors E

Qualifications

• Level 3 in bookkeeping/accounting or equivalent E
• Level 4 degree in advanced accounting or equivalent D

E = Essential   D = Desirable