Finance Assistant, WALLACE COLLECTION

Guardian Jobs; Greater London; On-site; GBP 30,000 - 38,000; Full time

Job summary

The Wallace Collection is seeking a Finance Assistant to support the Finance Team with timely processing of financial transactions, maintaining up-to-date records and assisting in financial reporting.

You will handle accounts payable and receivable, reconciliations and data entry, and contribute to routine financial procedures while reporting to the Finance Manager. Strong organisational skills and confidentiality are essential.

Qualifications

• Excellent communication, both verbal and written.
• IT literacy with strong inputting and spreadsheet skills.
• Excellent attention to detail and strong organisational skills.
• Ability to manage and prioritise a busy workload.
• Friendly, flexible, and a team player.
• Enthusiasm for The Wallace Collection.

Responsibilities

• Maintain the purchase ledger for the Charity and Trading Company by processing invoices and coding.
• Process expense claims with required authorisations.
• Raise customer invoices for the commercial business and ensure timely payment.
• Perform monthly bank reconciliations and balance sheet reconciliations.
• Process daily shop takings and investigate discrepancies with colleagues.
• Review and process monthly corporate credit card statements in the accounting system.
• Assist with audit preparation and finance reporting.

Skills

Clear communication

IT literacy

Attention to detail

Organisational skills

Teamwork

Discretion

Tools

SAGE

Job description

Role Summary

The Finance Assistant will play a key role in supporting the Finance Team at the Wallace Collection by ensuring the accurate and timely processing of financial transactions, maintaining up-to-date financial records, and assisting in the preparation of financial reports. The role also includes a variety of administrative tasks that contribute to the smooth running of the department. The postholder will demonstrate strong attention to detail, excellent organisational skills, and a high level of professionalism, always maintaining discretion and confidentiality.

Finance Assistant

The Finance Assistant will play a key role in supporting the Finance Team at the Wallace Collection by ensuring the accurate and timely processing of financial transactions, maintaining up-to-date financial records, and assisting in the preparation of financial reports. The role also includes a variety of administrative tasks that contribute to the smooth running of the department. The postholder will demonstrate strong attention to detail, excellent organisational skills, and a high level of professionalism, always maintaining discretion and confidentiality.

The Finance Assistant will work closely with both internal and external stakeholders to ensure accuracy and efficiency in day-to-day finance functions. This position is responsible for processing invoices, expense administration, performing reconciliations, and data entry. The successful applicant must be proactive and willing to take an active role in day-to-day financial procedures and processes.

This role reports to the Finance Manager.

Role Description

Accounts Payable

• Maintain the purchase ledger for the Wallace Collection (Charity) and Hertford House Marketing Limited (Trading Company) by processing invoices and liaising with Heads of Department to ensure accurate coding.
• Process expense claims promptly and accurately, ensuring all required authorisations and approvals are obtained in compliance with policies.
• Resolve supplier disputes promptly and elevate when necessary.
• Prepare payment runs for approval in a timely and accurate manner.
• Manage the accounts payable inbox and elevate queries as needed.

Accounts Receivable

• Raise customer invoices for the commercial business (Hertford House Marketing Limited) and ensure timely payment.

Financial Accounting

• Assist with performing monthly bank reconciliations.
• Reconcile the monthly invoicing from our Restaurant supplier (Sodexo).
• Assist with monthly balance sheet reconciliations for stock, debtors (trade debtors, other debtors, and prepayments) and creditors (including trade creditors, deferred income and accruals).
• Process daily shop takings and work with the Retail Assistant and Administrator to identify and investigate discrepancies.
• Prepare weekly cash floats for shop tills according to operational requirements. (Currently not required as the shop is card only).
• Assist with monthly counting and banking of Wallace Collection donation boxes.
• Review and process monthly corporate credit card statements, ensuring accurate upload of all expenditures into SAGE.
• Support audit preparation by collating and organising data for audit files, as directed by the Finance Manager.
• This job description cannot be considered to be exhaustive and other duties will be determined by circumstances as and when required.

Person Specification

Essential

• Excellent communication skills, both verbal and written.
• IT literate with strong inputting and spreadsheet skills.
• Excellent attention to details and strong organisational skills.
• High standards of presentation, ability to keep calm under pressure and problem‑solving mindset.
• Ability to manage and prioritise a busy workload.
• Someone who is friendly, flexible and enjoys teamwork.
• Enthusiasm and passion for the Wallace Collection.

Desirable

• Familiarity with accounting software (e.g. SAGE)
• Currently studying towards an accountancy qualification or intending to commence studies.

Start date: As soon as possible Appointment to the role is subject to a satisfactory Basic Disclosure check. The Wallace Collection is an equal opportunities employer and welcomes applications from all sections of the community.