We currently have a vacancy for a PA Finance Administrator, please view the job description below and contact us if you are interested in finding out more about this position.
JOB DESCRIPTION
Job Title: Personal Assistant & Finance Administrator
Responsible to: The Managing Director
Postholder: Vacant
PERSONAL ASSISTANT TO THE MANAGING DIRECTOR OF
ARCSCAPES DESIGN & BUILD
DUTIES AND RESPONSIBILITIES
1.1 To provide confidential secretarial and administrative support to the Managing Director in the form of typing, word processing, spreadsheets, filing, reprographics etc.
1.2 To maintain and keep the diary for the Managing Director and arrange appointments as necessary.
1.3 To use own initiative to deal with telephone calls and correspondence on behalf of the Managing Director.
1.4 To take minutes at meetings and to disseminate relevant issues as required.
1.5 To arrange refreshments for visitors and the Managing Director as required.
1.6 To produce letters, documents, reports, etc for the Managing Director.
1.7 To maintain a portfolio of designs and photos.
1.8 To undertake research and provide information for the Managing Director.
1.9 To maintain confidential files.
SPECIFIC RESPONSIBILITIES
FINANCE
2.1 To deal with client enquiries and routine telephone calls.
2.2 To be responsible for the effective and proper control of Arcscapes Design & Build’s private account, which involves running reports, entering cheques and bank reconciliation.
2.3 To check ‘aged debtor’ list weekly for non-payment.
2.4 To arrange for approved purchase orders to be raised and record all invoice detail.
2.5 To undertake monthly reconciliations of the Purchase Ledger Control Account.
2.6 To be responsible for invoice payments, reconciliation of authorised staffing expenses, reconciled petty cash.
SAGE SOFTWARE
3.1 To act as Systems Manager for the Sage Software.
3.2 To invoice clients for monies due.
3.3 To input all expenditure and income on a daily basis including wages.
3.4 To provide the Managing Director with a weekly Profit & Loss forecast.
3.5 To calculate tax and VAT.
3.6 To prepare debtors and creditors analysis for year-end and audit purposes and to assist in the whole audit process.
3.7 To run accounts to trial balance.
PERSONNEL
4.1 To update and maintain all job descriptions for landscape operatives, designers and any additional staff.
4.2 To manage the recruitment administrative process for all appointments.
MARKETING
5.1 To assist the Managing Director in all aspects of marketing Arcscapes Design & Build, including generating ideas and updating marketing materials including the website.
5.2 To assist with two weekend marketing events.
POLICIES AND PROCEDURES
6.1 To assist the Managing Director in the organisation and updating of the Health & Safety Policy including Risk Assessments and Method Statements.
6.2 In liaison with the Managing Director, to ensure that company vehicles are compliant with VOSA.
NOTES
This job description allocates duties and responsibilities but does not direct the particular amount of time to be spent on carrying them out and no part of it may be so construed.
This job description is not necessarily a comprehensive definition of the post. It will be reviewed at least once a year and it may be subject to modification or amendment at any time after consultation with the post holder.
The duties may be varied to meet the changing demands of Arcscapes Design & Build at the reasonable discretion of the Managing Director.
This job description does not form part of the contract of employment. It describes the way the post holder is expected and required to perform and complete the particular duties as set out in the foregoing.
S M Butler
