Finance Officer – Purchase Ledger

Job content

To apply for this post please complete the online application process on our website: https://www.birmingham-rep.co.uk/get-involved/careers-and-vacancies.html

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*we accept other forms of submission including video and audio recordings.

The Rep is a Disability Confident Employer. If you would like to apply under this scheme please selection this option on our application portal.

The Rep supports and encourages applications from refugees seeking asylum in the United Kingdom. We will guarantee an interview to any refugee if they meet the minimum criteria for the job vacancy and has the legal right to work in the UK. If you would like to apply under this scheme please select this option on our application portal.

The deadline for receipt of applications is Monday 6 March at Midday.

Interviews will be held at The Repon Thursday 16 March

Guidance

Please read the job description carefully before starting your application to ensure that you meet all of the essential criteria and are able to provide evidence in your application to support these areas. Only relevant information will be considered when shortlisting candidates.

In line with GDPR, your application will be retained securely for 6 months before being destroyed if you are unsuccessful.

Vacancies will generally close by the deadline, however, we reserve the right to close the vacancy early if we receive a high volume of suitable applicants. We therefore advise candidates to submit their applications as soon as possible if they wish to be considered for the role. Any applications made after the deadline will not be considered.

Role Summary

The Finance Officer – Purchase Ledger works within the Finance Office and is responsible for the management of purchase ledger invoice processing and payments and associated accounting activities.

The Finance department is responsible for all aspects of the financial management of the theatre and its commercial subsidiaries.

Main Duties and Responsibilities

· To distribute purchase invoices to the relevant budget holder for coding and authorisation.

· To enter coded and authorised invoices onto the accounts system.

· To ensure prompt payment of suppliers via monthly and mid-month payment runs as well as, on occasions, same day transfer.

· Daily reconciliation of supplier statements.

· To set up supplier accounts on purchase ledger which includes obtaining supplier’s bank details to enable BACs payment.

· Liaison with budget holders to set up new credit accounts with suppliers.

· Handling supplier enquiries regarding payments due and liaison with budget holders and suppliers to sort out queries.

· Investigation of debit balances on purchase ledger and the taking of action to eliminate them.

· To post from bank statement on a daily basis any items for purchase ledger

· To provide cover for payroll services as needed

· Perform cashier tasks relating to cash collection and preparation of daily banking

· Reconciliation of purchase ledger on a monthly basis.

· Process monthly credit card spend.

· Process authorised expenses claims (supporting all group departments).

· Process petty cash and cashier tasks (supporting all group departments).

· Any other reasonable duties required for the smooth running of the Finance Team

General Responsibilities

· Adhere to and implement the guidelines, procedures and policies of the company as detailed in the staff policies (available from the staff intranet).

· Play a role in the life of the company and work across departments to develop a positive and engaged organisational culture including playing active and positive roles in staff forums/committee’s.

· Be aware of, and comply with, rules and legislation pertaining to Health & Safety at work and abide by the procedures set out in the Health & Safety Policy.

· Be aware of, and comply with, rules and legislation pertaining to data security, and GDPR, at work and abide by the procedures set out in the Data Protection Policy.

· All staff are expected to demonstrate an understanding of, and adherence to, our safeguarding policy, including a duty to report any issues of concern.

Any Other Duties

The duties and responsibilities set out should not be regarded as exclusive or exhaustive. The post-holder may be required to undertake other reasonably determined duties and responsibilities within the organisation which are appropriate with the level of the role without changing the general character of the post.

The post-holder may also be called upon to carry out duties that would not normally be associated with the post on a temporary basis where there is a strong organisational requirement for that to happen. The post-holder would be given appropriate training and equipment to carry out any duties of this kind.

Key Relationships

This role forms part of the Finance team. You will be managed by the Financial Controller.

This structure may change from time to time based on business need, but reflects the broad areas of responsibility.

Internal

• Finance Director/Controller
• Finance team
• Staff in other departments to assist with purchase system/transaction related questions and support

External

• Calls/correspondence with suppliers as required

Person specification

You must have…

If you do not demonstrate that you meet all these criteria you may not be shortlisted.

· High standard of literacy and numeracy.

· Computer literate on MS Office and payment/finance systems.

· Strong organisational and administrative skills.

· Experience of working in a finance office.

· Experience of payroll and finance systems.

It’d be great if you had…

If we need to choose between candidates who meet the essential criteria, we may take these factors into account.

• Experience in a customer-focused environment.
• An interest and knowledge of the theatre.
• Experience of personnel administration.
• Positive and helpful attitude.
• Flexibility, initiative, dedication and commitment.
• Willingness to learn new skills and activities.
• Self-motivated, resilient and able to work un-supervised.
• Excellent planning and organisational skills.
• Ability to work effectively at all levels and contribute as a member of a team.
• Excellent communication and interpersonal skills.
• Works well under pressure and to deadlines.
• Understands the importance of good internal and external customer relations.
• An excellent eye for detail and a commitment to excellence.
• Reliable and takes a positive and enthusiastic approach to work.

Terms & Conditions

Period of Work

This is a fixed term contract for 6 months, subject to successful completion of a probationary period of 3 months.

Pay

£24,021.66 per annum (Salary Grade: Officer 2)

Hours

39 hours per week (full time)

We don’t encourage or expect over time, however, in the event that over time is worked, this may be taken as time off in lieu to be agreed in advance with your line manager.

Holidays

20 days per year plus bank holidays rising to 25 days.

The holiday year runs from 1 September to 31 August each year.

Notice period

The notice period will be 4 weeks

Location of work

Your main place of work will be The Rep in Birmingham, but you may be required to work permanently or temporarily at other locations locally. You may be asked to work temporarily in other locations in the UK.

Other benefits

· Contributory staff pension, 5% employee and 3% employer

Non-contractual benefits

· A day off for your birthday

· Free-to-use employee assistance service

· Staff ticket discount

· Staff discount in The Rep food and drink outlets (when available)

· 20% Season Ticket discount on parking at Q-Parks

· Access to salary sacrifice schemes including Bike to Work scheme and Health Cash Plans

· We actively encourage all staff to see shows as believe that being part of The Rep product enhances everyone’s experience as an employee and ambassador. To ensure everyone has a chance to attend shows every staff member is invited to attend press night for all The Rep’s own productions along with further complimentary tickets where possible as well as competitive discounts throughout the year.

Job Types: Full-time, Fixed term contract

Salary: £24,021.66 per year

Work Location: One location

Application deadline: 06/03/2023