Job Description

The post

• Reports to the Finance Director
• Works closely with the Admissions/Finance Administrator (A/FA) and Office Lead and CEO’s PA
• Liaises internally with QDT staff
• Liaises externally with Company Auditors, Customers/Parents, Local Authorities, other settings within the Children’s Centre area and other members of Start Well Trust and with suppliers

Main tasks and duties

1) Sales Ledger (SL)

• Raise monthly children and places (C&P) sales invoices through QBO
• Monthly reconciliation of Nursery Fees data in QBO with C&P spreadsheet
• Daily allocation and posting of bank receipts
• Raise periodic supplementary invoices for services and other
• Raise credit notes where authorised by the Finance Director
• Credit control to ensure timely payment of fees and charges

2) Purchase Ledger (PL)

• Manage the purchase order system where appropriate

• Process invoices onto Purchase Ledger & General Ledger with due consideration to class analysis
• In conjunction with the Office Lead, prepare remittance advices, reconciled against suppliers’ statements when available (and put forward to CEO and Trustees for payment approval)
• Maintain invoice files
• Review month end invoices outstanding for provision purposes
• Regularly review and reconcile the Purchase Order system where appropriate

3) Bank & Expenses

· Daily access of bank position via internet/online banking

· Daily posting of bank transactions to GL, SL, PL using QBO

· Reconciliation of bank accounts through QBO

· Oversee PL BACS payment schedules for CEO’s/Trustees’ authorization

· Regular posting of expense forms and credit cards, with full detail and accurate split to classes

· Post non PL payments to include payroll, expenses, tax, and so on

· Assist FD with regular cash flows to review cash demands

1) Petty Cash and Community Activity, Community Project and Counselling service

• Post petty cash records for nurseries to QBO and ensure periodic cash counts to agree to QBO. Ensure operation of petty cash imprest
• Post receipts and payments for community activity and projects with accuracy, consistency and with adequate narrative to ensure analysis
• Raise invoices for Counselling Service activity as instructed by Finance Director or other Director

2) General Ledger (GL)

· Ensure accurate posting to GL with adequate narrative to assist analysis

· Prepare and post monthly journals for posting to GL

· Reconcile all control accounts monthly in GL

· Reconcile the Parents’ Deposits control account in QBO with the C&P spreadsheets each month

· Reconcile intercompany accounts between QDT and Cafe

· Review Income and Expenditure accounts to ensure accuracy, consistency and for provision purposes

3) Quaggy Café at Parkside Ltd (QCatP)

· Ensure cash takings are kept safe and secure and are regularly banked in line with insurance requirements

· Ensure takings are reconciled as between WorldPay hub reports and Natwest bank statements for both cash and card takings

· Raise invoices for services provided by QCatP

· Process postings through to QBO for the Cafe

· Prepare reports and accounts and highlight variances from budget and/or previous year

4) Company Accounts

· Prepare monthly accounts for Finance Director

· Prepare quarterly accounts for Finance Director

· Support the Finance Director in the preparation of annual accounts for CEO and Trustees with all necessary schedules for transmission to Company Auditors

· All accounts supported by fully reconciled schedules of income, expense, prepayments and accruals

· Explain variances between actual and budget/previous year

1) Budgets

· Assist the Finance Director in the preparation of the annual budget

· Incorporate budgets into QBO

2) VAT

Once the Quaggy Cafe at Parkside Ltd is registered for VAT

· Ensure correct treatment of VAT/flat rate VAT on all transactions

· Prepare quarterly VAT return for online submission and payment

· Ensure VAT is correctly treated for QDT.

3) Gift Aid

· Ensure maintenance of records

· Reconciliation and posting of Just Giving records

· Liaison with others to ensure tax-efficiency in the establishment and control of donations

· Liaison with Just Giving to ensure returns and postings are accurate, timely and properly recorded

4) Grants and Funding

· Ensure timely receipt of funding in line with bids and projects and for cashflow purposes

5) General

· To work in a flexible environment and team setting. It is very important that the post holder is interested in the community as well as admin.

· To assist in promotional events and activities for the children’s centre and Trust

· To carry out any other tasks as deemed need by the Finance Director.

· To carry out all duties with due regard to legislation and the Group’s policies, in particular

· Health and Safety regulations

· Quaggy Development Trust Equality and Diversity Policy

· Quaggy Development Trust safeguarding procedures for the service; reporting any concern/s promptly and appropriately.

· To ensure that the duties are undertaken with due regard and compliance with the Data Protection Act and related legislation and regulations. (GDPR)

Meetings to attend

• Monthly and Quarterly accounts presentation to the Finance Director
• Attendance at Company training and awareness meeting to ensure the best practices of QDT are upheld
• Annual General Meeting - usually October or November and held on a Saturday

Part-time hours: 25 per week

Job Types: Part-time, Permanent

Salary: £20,267.00-£23,348.00 per year

Benefits:

• Sick pay

Schedule:

• Day shift

Experience:

• Accountancy : 3 years (Required)

Work remotely:

• No

Required Knowledge, Skills, and Abilities