Finance and Payroll Administrator
Competitive rate
Based in Kingston
Temporary assignment 4-6 weeks (possibility of going perm)
Full time - office based
Immediate start
We are looking for an efficient Finance and Payroll Administrator to join our team who will be responsible to undertake the production of detailed and complex financial reporting and contribute effectively as part of a team ensuring the smooth day to day running of the department. Responsibility for ensuring that all staff and officials are paid promptly and accurately by preparing, checking and processing the monthly payroll, which comprises the salaries, expenses and allowances of staff and officials.
Responsibilities
Finance Administration (75-80%)
- Assist in the co-ordination and running of the Finance Department by preparing financial reports as required, managing communications and dealing with queries promptly and accurately and providing general administration assistance for the department.
- Support the maintenance and management of the purchase ledger, including reconciliation. Carry out spot checks of coding, authorisation, posting and filing accounts payable invoices and FBU personnel's expenses as well as payment of accounts payable invoices and expenses by BACS and cheque.
- Support the management of petty cash floats as appropriate to include paying out, analysing, reconciling posting and security.
- Support the set up and maintenance of filing systems, both electronic and manual, ensuring proper governance in the production and maintenance of standard finance forms.
- Provide training and support to Regional Treasurers in respect of accounting software, recording financial information, analysing and posting regional expenditure.
- Set up and maintain fixed asset registers for the FBU motor vehicles and FBU land and buildings. Calculating and posting annual depreciation on fixed assets. Calculating profit or loss on disposal of fixed assets.
- Producing department/campaign/sectional committee or regional budgets and calculating year end variance reports. Assisting with the preparation and monitoring of budgets as may be directed.
- Co-ordination and administration of the FBU credit cards (including auto cards) to include setting up, monitoring expenditure and vouchers from card holders, analyse card expenditure and posting visa card expenditure.
- Assist with bank reconciliations in relation to the FBU's accounts, including internal transfers.
- Assist in the preparation of PAYE agreement schedules and arranging International Money Transfers.
- Generate correspondence as appropriate on own initiative or as directed, to include obtaining the relevant authorisation as necessary and undertaking distribution as required.
- Update information on the cash flow report as required in the absence of the Finance Manager.
- Carry out relevant research and assist the Finance Manager in the production of management reports, to include producing computerised reports / providing relevant financial information as required.
- To provide basic cover within the Finance Department as and when required.
Payroll (20-25%)
- Preparation and processing of the monthly payroll to include calculating employees' entitlement to occupational sick pay, SSP, SMP; inputting changes; checking the payroll; generating payslips; ensuring timely electronic bank payroll runs; month end reporting and reconciliations.
- Ensuring Real Time Information reports are made in accordance with HMRC requirements and deadlines.
- Ensuring the accurate calculation of all salary, expenses and allowances payments, and all deductions are made accurately and that payments are made to the appropriate authorities on a timely basis.
- Manage pension auto enrolment in line with the legislation and work with the Pension Scheme
- Actuary to ensure that the occupational Pension Scheme is administered correctly and effectively.
- Maintenance of all salary records to meet statutory requirements.
- Year End processing, including the production of P60s P11Ds.
- Apply the annual pay awards, updating salaries, grades and bandings after each annual uplift.
- Maintaining a register of current and prepayments of Officials' allowances.
- Deal promptly with routine payroll and pension queries from staff and HR.
- Assist with ad hoc investigations and reports.
- Posting payroll journals for each pay run and reconciliation of the payroll control accounts.
- Liaison with HR to ensure all payroll changes, absences and other relevant matters are accurately processed.
Requirements and skills
- A high standard of Maths and English (GCSE Level or equivalent);
- A minimum of 2 years' experience of working in accounts and payroll;
- A relevant accounting qualification or part qualification, such as AAT
- Relevant payroll qualification (desirable)
- Intermediate knowledge of accounting and payroll;
- Experience of using financial/accounting software packages, ideally Sage 50 payroll and Access accounting;
- Excellent IT skills including experience of producing spreadsheets, using Microsoft packages including Word, Excel, PowerPoint, Access and Email as well as knowledge of presentations and reports.