Brief job description:
Reporting to the Commercial Finance Manager (CFM), you will be responsible for providing essential support to deliver the finance and accounting activities. The role will involve data inputting, analysis, making payments, raising invoicing, reporting, reviewing processes and making suggestions for improvements. To support the CFM in providing an efficient and effective finance and accounting function for SWY with excellent social and financial value.

Key Duties & Tasks:
Purchase Ledger Function: updating supplier contact information into the Xero database with default expenditure codes, projects, and correct VAT status; matching bills to purchase orders and processing on the finance system, taking into account expenditure, VAT codes, supplier information and projects; dealing with billing queries and supporting managers as required, communicating any payment issues to suppliers; reviewing costs and investigating when costs fluctuate and alerting managers.

Collating employee expenses and inputting details into Xero; reconciling all supplier statements against Xero and communicating with the supplier about any missing bills or queries; developing relationships with key suppliers, notifying of upcoming payments, and setting up new credit accounts as needed; maintaining an audit trail and uploading all invoices to Xero accurately and promptly.
Sales Ledger Function: raising customer sales invoices with correct VAT status, cost and project and revenue codes and purchase order numbers; inputting receipts for client payments ensuring they match up with bank statements; chasing overdue debts and invoices with clients and dealing with invoice issues.

Procurement: assisting the team with the procurement/purchasing process taking an active role in ensuring guidelines are followed; gathering and storing all quotes/purchase orders on SharePoint; analysing and collating data on suppliers and highlighting where suppliers meet our social value and value for money principles; keeping up to date records on suppliers.

Petty Cash: Supporting the team with petty cash purchases and alternative means of purchasing; inputting all petty cash transactions to SharePoint uploading VAT receipts to Xero with accurate codes; reconciling and balancing the petty cash in Xero to the actual cash balance; investigating any petty cash discrepancies and reporting to manager; working with managers to plan when petty cash needs replenishing.

Budgets/Reports: Assisting CFM with budgets, cash flow plans, using Excel to help set up templates and documenting cost changes for suppliers; helping to collate funder grant evidence; supporting with project income earned and invoicing using a cost accounting approach; collating and inputting SWY statistics/ performance data and invoicing using a cost accounting approach.

To comply with all SWY policies and procedures, and all legal requirements and regulatory standards to ensure compliance in financial matters; to keep up to date with relevant legislation and best practice

To contribute to raising standards across the organisation by identifying where improvements can be made to support service processes and policies and implementing changes; monitoring the SWY Finance inbox; office administrative support as needed; conducting routine internal audit checks on financial processes; ability to proactively manage your workload, seeking guidance where necessary, so that competing priorities are identified and managed effectively; to work collaboratively with managers and employees across SWY to solve problems and further organisational objectives, including contributing to organisation-wide initiatives and activities where applicable. These are the main areas of responsibility, but you may be required to perform other duties as may be reasonably required from time to time.