Finance Assistant

Role:                      Finance Assistant
Reporting to:        Head of Central Services
Salary:                   £27,693 (FTE) pro-rata
Hours of work:      21-25 hours per week
Location:               Aylesbury (office based with flexibility for home working)
Closing Date:        18^th September 2026

Job Purpose

The Finance Assistant is responsible for supporting the effective management and continuous improvement of financial processes and systems, ensuring robust financial control, accuracy, and operational efficiency. Working closely with the organisation's outsourced finance partner, the role provides support across payroll, pensions, accounts administration, cash flow monitoring, and financial reporting.

The postholder will support managers and services in relation to income management, invoicing, cost control, and service profitability, while helping to ensure compliance with financial regulations, statutory reporting requirements, and organisational policies and procedures.

Main tasks and responsibilities:

 Financial Administration

• Process and maintain accurate financial records using Xero accounting software.
• Manage and administer the ApprovalMax system, ensuring purchase orders, invoices, bills, and expenditure requests are submitted, reviewed, approved, and recorded appropriately.
• Enter, code, and reconcile financial transactions within Xero.
• Producing finance reports to support submissions to donors and other contracted income Prepare and provide monthly fundraising reports to the Fundraiser and CEO.
• Prepare and provide the bank reconciliation and Xero reconciliation reports during the first week of each month.
• Maintain supplier records and assist with the management of accounts payable and accounts receivable.
• Monitor outstanding approvals and follow up with budget holders and managers where necessary.
• Assist with month-end and year-end financial processes, including reconciliations and reporting.
• Investigate and resolve financial discrepancies and queries.

Cash Flow Management

• Prepare and maintain weekly cash flow reports to support effective financial planning and decision-making.
• Monitor cash balances and report any potential cash flow issues to management.
• Support payment processing activities and ensure supplier payments are made in accordance with agreed terms.

Payroll Administration

• Act as the primary liaison with the outsourced payroll provider.
• Prepare and submit payroll information accurately and within specified deadlines.
• Verify payroll reports to ensure employee payments, deductions, statutory payments, and benefits are processed correctly.
• Investigate and resolve payroll queries in a timely manner.
• Maintain confidentiality of payroll and employee information at all times.

Pension Administration

• Administer workplace pension arrangements, including enrolments, opt-ins, opt-outs, and contribution submissions.
• Liaise with pension providers to ensure compliance with pension legislation and reporting requirements.
• Maintain accurate pension records and resolve pension-related queries.

Banking and Cash Handling

• Prepare and bank cheques and cash receipts promptly and accurately.
• Maintain records of all banking transactions and supporting documentation.
• Reconcile bank accounts within Xero on a regular basis.
• Ensure secure handling of cash and cheques in accordance with internal procedures.

Gift Aid Administration

• Prepare and submit Gift Aid claims to HM Revenue & Customs (HMRC).
• Maintain accurate supporting records to ensure compliance with Gift Aid regulations.
• Reconcile Gift Aid income and monitor claim status.

Self-Employed Agent Reporting

• Maintain records of self-employed agents and payments made.
• Complete self-employed agent reporting requirements accurately and within required deadlines.
• Provide monthly reporting on agent income to the relevant Line Manager.
• Ensure appropriate documentation and receipts are obtained and retained.

Receipts and Documentation

• Process and maintain receipts and supporting documentation for financial transactions.
• Ensure records are accurate, complete, and readily accessible for audit and compliance purposes.
• Support the implementation and maintenance of effective financial controls.

General Duties

• Provide administrative support to the finance function as required.
• Assist with internal and external audits by preparing relevant documentation and reports.
• Contribute to the continuous improvement of finance systems and processes.
• Undertake any other duties appropriate to the role and level of responsibility.

For full details of the role responsibilities, please see full job description.

Application Process:

• Submit your CV and cover letter to recruitment@ageukbucks.org.uk 
  
  
• Your cover letter should be a maximum of 2 sides A4, explaining your motivation to apply for the role and how you meet the criteria specified in the job description.
  
  
• Closing Date: 25th September 2026