Senior Operations Assistant

Job Description

Senior Operations assistant to assist the Operations Manager with the day-to-day financial transactions ensuring compliance with financial systems and controls. To work alongside the Operations Manager to develop, implement and manage office procedures asnecessary to ensure objectives are met and that a high standard of service is achieved. To demonstrate excellent customer service, building good working relationships with stakeholders through close communication and information sharing and collaborative working. The main purpose is to assist the Operations Manager in managing and developing the finance processing team who support the financial processing, travel and Shard catering booking requirements. DUTIES & RESPONSIBILITIES Finance Operations - Deputise for the Operations Manager, being a first point of call for staff with regard to operational finance related queries. - Assist as necessary, particularly in the event of peaks in workload or staff absence, with the processing of purchase orders and invoices, expenses, sales invoices and credit notes and with other similar duties. To be responsible for raising credit notesand sales invoice cancellations in a timely and accurate manner. - Make overseas payments and travel or conference bookings via credit card - To have oversight of cash floats/equivalents and their administration, and to assist with processing and deliver payments for banking, including verifying coding and signatories and ensuring compliance with financial regulations. Staff Management - With the oversight of the Operations Manager, to supervise the processing teams finance assistants and senior finance assistants and manage their workloads and the quality and timeliness of their work on a day-to-day basis. This will include providing trainingas required and reviewing outputs/metrics to ensure allocation of work is fairly distributed. - Assist the Operations Manager with the recruitment, training and development of the teams finance assistants and senior finance assistants. Procurement - Assist the Operations Manager with all aspects of procurement, including APPs, software licences and MDR2 forms, Global Payments, Shard catering activity and related processes. - Take responsibility for releasing orders, up to a set value on OPeRA and maintain OPeRA and Concur profile/data set up. Assist with IR35 assessments and related administration. Financial reporting - Supervise the Senior Finance Assistants with financial reporting and quarter end by running SAP reports and quarterly monitoring for budgets areas such as (but not limited to) seminar budgets and subject groups, and by preparing journals and assessments. Internal systems and controls - Oversee the maintenance of an up to date and effective authorised signatories record, including updating OPeRA and Concur as necessary. - Assist the Operations Manager with maintaining an office procedures manual. - Have oversight of the review of outstanding commitments on SAP, to ensure that purchasing commitments are monitored and queries, including GR/IR, are resolved to support accurate management accounting. - Ensure all generic Finance emails are cleared weekly. - Ensure Daily Log is reviewed weekly and ensure all queries are followed up and resolved promptly. Other - Contribute to specific projects as required. - Carry out other ad hoc duties commensurate with the post level, as required by the Operations Manager, Head of Finance or the Chief Finance Officer. You must have accountancy experience, supervisory experience and have studied or be studying an accounting qualification. Ideally you will have good customer service experience and be a good communicator. In return you will be offered a leading pension schemeand 30 days holiday. The role also offers hybrid working.