Finance and Accounts Officer
Reports To: Finance Manager
Location: Head Office, Rugby
Hours: 30-37.5 hours per week (to be confirmed)
Contract Type: Permanent
About Circles Network
Circles Network is a UK-wide voluntary organisation renowned for building inclusive communities founded on justice, advocacy, empowerment and friendship.
Our mission is to support disabled and disadvantaged people of all ages in transformational and empowering ways, enabling people to live fulfilling and inclusive lives.
Our work is delivered through:
- Circles Equine
- Circles Community
- Circles Advocacy
- Circles Academy
All our work is underpinned by the Values of Inclusion, recognising that all people have gifts, strengths, aspirations and the right to lead valued lives within their communities.
Job Purpose
The Finance and Accounts Officer plays a key role in supporting the financial management and administration of Circles Network.
Working closely with the Finance Manager, the postholder will be responsible for maintaining accurate financial records, processing financial transactions, supporting payroll administration, managing invoicing and payments, and ensuring the smooth day-to-day operation of the charity's finance function.
The role is based at Head Office and supports multiple projects and services operating across the UK. As services are delivered from the same premises, the successful candidate will work within an environment that regularly welcomes disabled children, young people and adults and must be committed to safeguarding and inclusion.
Main Duties and ResponsibilitiesFinancial Administration
- Support the Finance Manager in the day-to-day financial operations of the charity.
- Process sales invoices and monitor outstanding payments.
- Raise invoices to local authorities, commissioners, funders and private individuals.
- Process purchase invoices and ensure timely payment of suppliers.
- Reconcile supplier statements and resolve invoice queries.
- Process utility bills, rent, insurance premiums and other routine organisational payments.
- Maintain accurate financial records in accordance with charity accounting requirements.
- Assist in preparing monthly management accounts and financial reports.
- Support budget monitoring across multiple projects and services.
- Maintain financial filing systems, both electronic and paper-based.
Payroll Administration
- Support the administration of monthly payroll using Sage.
- Process payroll changes including starters, leavers, contractual changes, sickness and maternity-related information.
- Verify timesheets and payroll information for accuracy.
- Liaise with managers regarding payroll queries.
- Ensure payroll records are maintained accurately and confidentially.
Expenses and Mileage
- Process staff expense claims and mileage submissions.
- Verify claims against organisational policies.
- Maintain accurate records of staff expenses and mileage payments.
- Produce reports for the Finance Manager as required.
Accounts Payable and Receivable
- Monitor debtor and creditor accounts.
- Follow up overdue payments in a professional and timely manner.
- Support cashflow monitoring by maintaining accurate information on outstanding income and expenditure.
- Assist with banking activities and reconciliations.
Petty Cash and Cash Handling
- Maintain petty cash records and reconciliation processes.
- Ensure all cash transactions are accurately recorded and appropriately authorised.
- Support audits of petty cash systems.
Financial Systems and Compliance
- Use Sage and other financial systems to maintain accurate accounting records.
- Ensure compliance with charity finance procedures, internal controls and financial regulations.
- Assist with year-end preparations and external audits.
- Support the Finance Manager with funding returns, financial monitoring information and reporting requirements.
- Contribute to the continuous improvement of financial systems and processes.
General Responsibilities
- Work collaboratively with colleagues across all departments and projects.
- Maintain confidentiality and comply with GDPR requirements.
- Promote the Values of Inclusion in all areas of work.
- Undertake training and professional development as required.
- Carry out other finance-related duties commensurate with the level of the role.
Person Specification Essential Qualifications and Experience
- Minimum of two years' experience working in a finance, accounting or bookkeeping role.
- Experience of using Sage Accounts and/or Sage Payroll.
- Good understanding of accounting principles and financial processes.
- Experience of processing invoices, payments, payroll information and reconciliations.
- Strong IT skills including Microsoft Excel, Word and Outlook.
- GCSE (or equivalent) English and Mathematics, Grade C/4 or above.
Skills and Knowledge
- Excellent numerical accuracy and attention to detail.
- Ability to prioritise work and meet deadlines.
- Strong organisational skills.
- Ability to maintain accurate records and financial documentation.
- Good verbal and written communication skills.
- Understanding of confidentiality and data protection requirements.
Personal Qualities
- Reliable, professional and trustworthy.
- Positive and collaborative approach to teamwork.
- Commitment to equality, diversity and inclusion.
- Ability to use initiative and solve problems effectively.
- Commitment to the mission and values of Circles Network.
Desirable
- AAT qualification or equivalent accounting qualification.
- Experience of working within a charity or not-for-profit organisation.
- Experience of project-based accounting or restricted funding monitoring.
- Understanding of charity finance regulations and reporting requirements.
Safeguarding and DBS Requirements
Safeguarding is a priority at Circles Network.
Due to the location of this role within our Head Office, where services are delivered to disabled children, young people and adults, the successful applicant will have regular contact with potentially vulnerable people.
The postholder will therefore be required to undertake an Enhanced Disclosure and Barring Service (DBS) check and demonstrate a commitment to safeguarding, promoting welfare and maintaining professional boundaries at all times.
Pay: Up to £27,300.00 per year
Application question(s):
- Do you have experience in Accounting or book keeping?
- Are you able to travel to work in Rugby, Warwickshire?
Work Location: In person
