Accounts Assistant – Events Department
The Honourable Society of the Middle Temple – City of London
Full time fixed term 12 month maternity cover contract - £25,000 plus excellent
benefits
The Inn
The historic Middle Temple is one of the four Inns of Court which have the exclusive right to
call men and women, who have completed the necessary academic qualifications, to the Bar
of England and Wales. This entitles them, after a period of pupillage (vocational training) to
practise as Barristers. As well as calling men and women to the bar, Middle Temple is a
members’ organisation for barristers and provides them with various services and resources
including accommodation, dining facilities, a library and other training.
What we are looking for
This is a superb opportunity for a driven Accounts Assistant with some experience and skills
looking to further their knowledge in a well-rounded role. The role would also benefit an
established Book Keeper/Accounts Assistant looking to utilise existing skills in a varied role.
Working in a tight knit team you will be responsible for:
-
Book keeping (accounts payable, accounts receivable, billing and some credit control,
dealing with suppliers and customers).
-
Recording and allocation of income and expenditure (including, but not limited to,
income recording, food costs, wine costs, event costing, etc.) to each specific events.
-
The ongoing review and improvement of existing financial processes and systems
within the Events Department.
For more information please see our Job Description.
Candidates must be:
- AAT qualified or part qualified in ACCA/CIMA (or equivalent experience)
- Experienced in basic book keeping/double entry/invoicing
- Experienced in using medium to large charts of accounts and project coding
- Advanced level Microsoft Excel
To apply
If you wish to apply please send your CV and a covering letter explaining why you would like
the job to Sophie Frankis, HR Adviser at [email protected]. The closing date
for applications is Monday 4th May 2015.
To discover more about our wonderful organisation please visit: www.middletemple.org.uk
Middle Temple is an Equal Opportunities Employer.
The Honourable Society of the Middle Temple
Job Title:
Accounts Assistant (Events)
Working For:
The Honourable Society of the Middle Temple
Location:
Middle Temple, London EC4Y 9AT
Reports to:
Management Accountant
Tenure:
Maternity cover – up to one year fixed term contract
Hours:
09:30 – 17:30 (Mon to Fri) Flexibility in working hours will be required
Job Purpose:
The purpose of the Account Assistant (Events) is to process the
significant number of financial documents and associated paperwork for
the events that take place in Middle Temple. The role will involve
processing of purchase and sales invoices, reconciliations between data
sets, and consolidation and allocation of income and expenditure in
support of the Management Accountant.
Background:
Middle Temple is one of the four Inns of Court, responsible for the professional qualification of
barristers and their continuous professional development. The Inn has approximately 7,000
practising members (mainly barristers and judges) and about 500 students of various
nationalities studying for the Bar.
The Middle Temple (the Inn) manages a large property estate comprising historic buildings
(such as an Elizabethan Dining Hall and the Temple Church) and professional accommodation
for barrister offices. Other facilities of the Inn include meeting rooms, a legal library, an award
winning garden.
Located between the City of London and Westminster and overlooking the river, the Inn
provides some of the most imposing event space in London. These unique spaces are
available for formal dinners, weddings, meetings, receptions, corporate events, garden parties,
and outdoor functions. Middle Temple is also a popular location for filming. For more
information about The Middle Temple, please visit www.middletemple.org.uk.
The Events function is operated ‘in house’ by an experienced team under the supervision of
the Director of Membership & Development and delivers a wide range services ranging from
Hall lunch during the week, to education and CPD events for students and members in the
evenings, to corporate events for private clients.
Working with the Management Accountant to provide financial support for the Events
department this role will be responsible for the comprehensive, accurate and timely processing
and recording of all the day-to-day finance transactions within the Events. The duties range
from tracking Lunch time takings to the allocation of cost of wine stock to events. The aim of
the role is to complete all processes required prior to the Management Accountant preparing
the monthly reports and to provide any other appropriate support as required. The post will be
based in the Finance team office.
Main duties:
Accounts
payable:
To log in invoices received, to match to purchase order, code,
pass on for authorization in Events. After authorization, to forward
invoices to Deputy Accounts Officer for payment.
Accounts
payable:
To prepare back up and accruals requests if necessary at month
end.
Accounts
receivable:
To collect lunch takings till report, review and log in to prepare a
summary of lunch income for the Accounts Officer to post to
Ledger.
To process Sales invoices in the finance system, as per the
invoice requests from the Events department.
Accounts
receivable:
Credit control:
To record deposit payments in conjunction with other members of
the Finance team and the Events Sales Team department.
To chase outstanding payments of invoices when necessary.
Month-end
processes:
Using various Excel templates to consolidate and allocate income
and expenditure to each specific event, to enable the accurate
and timely preparation of internal recharges by the Management
accountant.
Month-end
processes:
Set up monthly consolidation templates, listing all events that are
scheduled for the period, adding budget targets for each element
of activity and to prepare summary graphs at month end.
Month-end
processes:
To review the values in the detailed consolidation template to
ensure that that there are no material discrepancies with the
ledger.
Month-end
processes:
Recording and tracking the hours worked by agency staff
matching time sheets to agency invoices ensuring that costs are
coded to the right events. To record hours worked by casual staff
for holiday pay purposes.
Month-end
processes:
To prepare summary of income and expenditure for specific
events as requested by the Events team.
Annual budget:
Assisting with the preparation of the annual budget.
Personal Specification
Qualificatio
ns
Background
/ experience
Essential
AAT qualified or equivalent qualification
or qualified by experience
Demonstrable experience of purchase and
sales ledger processing and procedures
Demonstrable experience of coding using an
extensive chart of accounts and project costing
Desirable
ACCA or CIMA student.
Experience working in the
events, catering or
hospitality industry
Experience preparing
accruals and prepayments
Demonstrable experience of credit control
Demonstrable experience of reviewing and
improving procedures involving various
stakeholders
Experience recording work
time sheets
Demonstrable experience providing up to date
information on day-to-day operations at short
notice.
Skills
Demonstrable competency with MS Office,
especially excel: maintaining and updating
complex workbooks with advanced formulas.
Strong organisational and administrative skills
with the ability to juggle a variety of tasks and
prioritise effectively in order to meet deadlines
High level of attention to detail
Excellent written, oral communications, and
interpersonal skills
Ability to analyse and present financial
information in a way which is clear and able to
be understood by someone without a financial
background.
Personal
qualities
Ability to communicate effectively and
appropriately with people at all levels of the
organisation
Willingness to be flexible and support
colleagues in a variety of tasks
Tact, diplomacy, discretion, sound judgment,
with the ability to keep information strictly
confidential
Ability to work with different management styles
Able to present data in the
appropriate format
depending on the
audience.