Finance and Operations Coordinator

British Universities & Colleges Sport (BUCS); Greater London; On-site; GBP 32,000 - 42,000; Full time

Job summary

BUCS is seeking a Finance and Operations Coordinator to support the finance team and ensure smooth operations across staff and members. You’ll drive month-end processes, reconcile accounts in Xero, manage payroll journals and creditor payments, and coordinate invoicing and inter-company transactions.

You’ll also support staff and member financial records, assist with MI, and help improve processes using tools like Dext, Approval Max and Pleo.

Qualifications

• Good knowledge of double entry bookkeeping.
• Experience uploading data onto online accounting systems, ideally Xero.
• Knowledge and experience in administrative tasks and data management.
• Previous experience processing journals and month end reconciliations.
• Previous experience of payroll processing.
• Experience coordinating projects and ability to meet deadlines.
• Experience of proposing and delivering process improvements, utilising technology where appropriate.
• Strong proficiency in Microsoft Office 365, especially Excel and online software.

Responsibilities

• Act as first point of contact for finance related enquiries – finance mailbox and phoneline.
• Carry out month end journals and reporting.
• Reconcile accounts on Xero for Bank, Stripe, Pleo, Go Cardless and other external providers.
• Prepare creditor pay runs.
• Coordinate debt collection and associated charges.
• Coordinate the monthly payroll process, including creating payroll journals on Xero.
• Manage bulk invoicing.
• Manage inter-company transactions.
• Support monthly MI process, including recoding.
• Assist with monthly reforecasting of the Business Services budget.
• Manage provision of financial information to members e.g. statements, copy invoices.
• With the Finance Manager, process Business Services invoices and credit notes.
• Assist with subscription fee process.
• Prepare foreign currency payments.
• Manage and optimise integration with payment portals.
• Generate invoices for members staff events, such as Conference.
• Manage staff mobile phone contracts and billing.
• Manage users, codes and approval processes on digital platforms including Dext, Approval Max, Pleo and similar.
• Train staff on finance processes and systems.
• Manage English Universities Sport & Welsh University Sport finance.
• Maintain delegate ticket records on CRM for member events.
• Maintain staff financial records.
• Ensure staff and member finance contact details are up to date on internal systems such as CRM and Xero.
• Coordinate and communicate efficiently with the Business Services team for the management of office suppliers, including utilities, photocopiers, cleaning, security, stationery, and other operational tasks.
• Purchase and monitor office supplies, sundries and equipment.
• Support the distribution of posts.
• Address and resolve day-to-day office management issues.
• Design and deliver process improvements to increase efficiency and effectiveness in the above areas.
• Provide support to the rest of the BUCS staff and undertake administrative duties as can be reasonably expected to ensure the smooth running of BUCS.
• Professionally represent BUCS at all times.
• Undertake duties as can be reasonably expected to help ensure the smooth running of BUCS, including supporting occasional event delivery that take place at evenings and weekends.

Skills

Double entry bookkeeping

Payroll processing

Project coordination

Data management

Process improvements

Microsoft Excel

Excel

Education

AAT or similar qualification

Tools

Xero

Dext

Approval Max

Pleo

Job description

Main Purpose(s)

Join BUCS as a Finance and Operations Coordinator and become a driving force behind our mission to deliver the best university sports experience in the UK. In this pivotal role, you’ll empower our finance team and support staff and members, ensuring smooth and effective business operations. You’ll be at the heart of a dynamic, inclusive community, where your contributions enhance the student experience and help shape the future of university sport. If you’re passionate about making a difference, eager to grow your skills, and ready to collaborate with dedicated professionals, this is your opportunity to thrive and leave a lasting impact.

Main duties and responsibilities

Core finance

• Act as first point of contact for finance related enquiries – finance mailbox and phoneline.


• Carry out month end journals and reporting.


• Reconcile accounts on Xero for Bank, Stripe, Pleo, Go Cardless and other external providers.


• Prepare creditor pay runs.


• Coordinate debt collection and associated charges.


• Coordinate the monthly payroll process, including creating payroll journals on Xero.


• Manage bulk invoicing.


• Manage inter-company transactions.


• Support monthly MI process, including recoding.


• Assist with monthly reforecasting of the Business Services budget.


• Manage provision of financial information to members e.g. statements, copy invoices.


• With the Finance Manager, process Business Services invoices and credit notes.


• Assist with subscription fee process.


• Prepare foreign currency payments.


• Manage and optimise integration with payment portals.

Staff/Members

• Generate invoices for members staff events, such as Conference.


• Manage staff mobile phone contracts and billing.


• Manage users, codes and approval processes on digital platforms including Dext, Approval Max, Pleo and similar.


• Train staff on finance processes and systems.


• Manage English Universities Sport & Welsh University Sport finance.


• Maintain delegate ticket records on CRM for member events.


• Maintain staff financial records.


• Ensure staff and member finance contact details are up to date on internal systems such as CRM and Xero.

Operations and Office Management

• Coordinate and communicate efficiently with the Business Services team for the management of office suppliers, including utilities, photocopiers, cleaning, security, stationery, and other operational tasks.


• Purchase and monitor office supplies, sundries and equipment.


• Support the distribution of posts.


• Address and resolve day-to-day office management issues.

Other

• Design and deliver process improvements to increase efficiency and effectiveness in the above areas.


• Provide support to the rest of the BUCS staff and undertake administrative duties as can be reasonably expected to ensure the smooth running of BUCS.


• Professionally represent BUCS at all times.


• Undertake duties as can be reasonably expected to help ensure the smooth running of BUCS, including supporting occasional event delivery that take place at evenings and weekends.

PERSON SPECIFICATION

BUCS is a Disability Confident Committed and Equal Opportunity Employer. We value diversity and are committed to fostering an inclusive and supportive work environment. We make all employment decisions without regard to age, national origin, race, ethnicity, religion, belief, gender, sexual orientation, disability, or any other characteristic protected by law.

Research shows that some people don’t apply for a role if they feel they do not meet 100% of the person specification. We encourage you to apply for this role if you feel you meet the key skills and knowledge listed below, even if you feel you do not have all of them. We are passionate about identifying the right people to help us develop and thrive.

Essential knowledge or experience

We can support your finance development as part of your development plan in the role.

• Good knowledge of double entry bookkeeping


• Experience of uploading data onto online accounting systems, ideally Xero.


• Knowledge and experience in administrative tasks and data management.


• Previous experience processing journals and month end reconciliations.


• Previous experience of payroll processing.


• Experience coordinating projects and ability to meet deadlines.


• Experience of proposing and delivering process improvements, utilising technology where appropriate.


• Strong proficiency in Microsoft Office 365, especially Excel and online software.

Essential skills and abilities

• The ability to analyse and solve problems.


• The ability to work well in a team and independently.


• Flexible and conscientious approach to work.


• Excellent planning and organisational skills.


• The ability to prioritise work and deliver to deadlines, without supervision.


• The ability to communicate clearly and succinctly orally and in writing.

Desirable knowledge or experience

• Effectively managing budgets with the support of senior staff.


• Previous experience in an assistant or coordinator role.


• An AAT (or similar) accounting qualification or working towards such a qualification. We can support your finance development as part of your development plan in the role.


• Previous experience of online applications connecting directly to accounting systems.