Finance & Operations Specialist — Support Student Sports

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

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.