AAT Finance Administrator Apprentice (Apprenticeship)

GetMyFirstJob Ltd; Greater London; On-site; GBP 18,000 - 22,000; Full time

Job summary

A financial services company in Greater London is seeking an Apprentice Financial Administrator. You will support accounts payable and receivable processes and gain hands-on experience in financial management. This role includes pursuing an AAT Level 3 Diploma in Accounting, with a focus on developing essential financial skills. Ideal candidates will have strong numeracy skills and a proactive attitude, ensuring effective operation within the finance department.

Qualifications

• Must be organized and detail-oriented.
• Strong problem-solving skills.
• Ability to work well in a team.
• Basic understanding of Microsoft Office tools.

Responsibilities

• Support accounts payable by processing supplier invoices.
• Assist accounts receivable by maintaining draft invoices.
• Maintain expense records accurately.
• Prepare schedules for financial reporting and management accounts.

Skills

Attention to detail

Numeracy

Problem solving

Organisation & time management

Confidentiality & integrity

Strong communication skills

Proactive & eager to learn

Teamwork

Basic knowledge of Microsoft Office Tools

Education

5 GCSEs (grade 4/C or above in Maths & English)

A Levels or equivalent Level 3 qualifications

Job description

As an Apprentice Financial Administrator, you will support the smooth and efficient running of Square 4's finance function. You'll gain hands‑on experience in accounts payable, accounts receivable, reconciliations, expense management, and financial reporting, while building the foundations of a career in financial administration.

Square 4 delivers Interim Solutions, Managed Services, Advisory, and Technology to leading Financial Services firms in the UK. The finance function plays an essential role in supporting these services by ensuring accurate client billing, smooth supplier payments, and reliable management information. You will also contribute to maintaining our ISO 9001 and ISO 27001 standards by keeping financial records accurate, consistent, and audit‑ready.

This is a developmental role. You will start by mastering core administration tasks and, as your skills and confidence grow, you will gradually take on more responsibility including supporting management reporting, assisting with year‑end processes, and contributing to process improvements.

Key Responsibilities

Accounts Payable (AP)

• Enter supplier invoices into Xero, including multi‑line invoices with correct GL coding.
• Upload supplier invoices from the finance inbox into Xero.
• Match and reconcile transactions in Xero daily.
• Process supplier invoices: check coding, VAT treatment, and approval route.
• Support weekly supplier payment run preparation.
• Track supplier due dates and flag items before deadlines.

Accounts Receivable (AR)

• Generate draft invoices in ProjectWorks using project data.
• Cross‑check draft invoices against trackers before sending to clients.
• Upload approved invoices into Xero and issue to clients.
• Maintain AR log (sent, paid, overdue).
• Send first‑stage polite credit control reminders for overdue invoices.

Expenses & Reconciliations

• Maintain expense records (Pleo submissions, out‑of‑pocket claims, Barclaycard until phased out).
• Check Pleo submissions (receipts attached, categories correct).
• Assist with bank reconciliations in Xero.
• Support preparation of AP/AR ageing schedules and expense reports.

Financial Reporting & Year‑End

• Prepare supporting schedules for management accounts.
• Help check transactions ahead of year‑end (e.g., P&L tidy‑up, accruals, bonus accruals).
• Support ad‑hoc reporting and process improvement projects.

Records & Process Management

• Keep supplier and client records updated in Xero and ProjectWorks.
• Maintain finance filing system with consistent naming for audit readiness.
• Draft simple finance process guides (e.g., "How to submit Pleo expenses") under supervision.
• Support ad‑hoc finance projects (system rollouts, reporting improvements).

Training & Apprenticeship Details

This Level 3 programme builds on the foundations for entry‑level talent to support growth within an Accountancy and Finance function. Employees on this apprenticeship will ensure an Accountancy and Finance practice performs in the most effective way. It includes the AAT Level 3 Diploma in Accounting and provides the opportunity to support the business with essential skills and behaviours to drive results.

You will learn how to prepare financial statements for sole traders and partnerships, the importance of management accounting information, and how to prepare VAT returns. You'll develop the technical skills to start, or progress, your career in accountancy and this will allow you to continue with your studies onto Level 4.

To pass this level you will need to study the following four units:

• Financial Accounting; Preparing Financial Statements (FAPS).
• Management Accounting Techniques (MATS).
• Tax Processes for Business (TPFB).
• Business Awareness (BUAW).

You will also be required to complete an End Point Assessment (EPA), which will include a synoptic assessment and discussion with supporting portfolio.

Training will be provided by attending either face‑to‑face classroom‑based lessons or Live Online. An apprenticeship has to be relevant to the job you are undertaking and you must dedicate time to off‑the‑job training, as well as completing knowledge, skills and behaviours associated with your apprenticeship.

Eligibility

• Minimum of 5 GCSEs (grade 4/C or above in Maths & English).
• A Levels or equivalent Level 3 qualifications (e.g., BTEC, T Level) are desirable but not always required.

Skills Required

• Attention to detail.
• Key skills in numeracy.
• Problem solving.
• Organisation & time management.
• Confidentiality & integrity.
• Strong communication skills.
• Proactive & eager to learn.
• Teamwork.
• Basic knowledge of Microsoft Office Tools.