Finance & Administrative Assistant

Role Purpose

To provide efficient and accurate finance and administrative support across business, focusing on managing our FreeAgent accounting software, issuing invoices, reconciling purchases, and ensuring the smooth day-to-day running of our Hazel Grove office. As the first point of contact for the business, the postholder will manage incoming communications, handle varied administrative tasks, and contribute to maintaining effective operations to support our wider business objectives.

Key Responsibilities

Finance Administration & Invoicing

Utilise FreeAgent accounting software to issue client invoices accurately and within agreed timescales.

Reconcile purchases and maintain accurate financial records.

Monitor outstanding accounts, proactively chase overdue payments, and maintain accurate debtor records.

Build positive relationships with clients to encourage timely payment.

Ensure compliance with company policies, procedures, and financial controls.

Office Administration & Customer Service

Act as the primary point of contact, answering incoming phone calls professionally and effectively.

Manage the main email inbox, dealing with incoming enquiries and distributing correspondence as required.

Provide flexible administrative support to the wider team and field staff.

Maintain accurate operational data, filing systems, and general office documentation.

Identify opportunities to improve office efficiency and service delivery.

Skills and Abilities

Finance & Administration

Proven experience in office administration and financial processing, with the ability to maintain accurate records, resolve discrepancies, and operate effectively within business procedures.

Communication & Customer Service

Strong communication and relationship-building skills, with an excellent telephone manner and the ability to handle enquiries professionally.

Organisation & Attention to Detail

Excellent organisational skills with a methodical and accurate approach, capable of managing competing priorities within the core 9:00 am to 3:00 pm working hours.

IT & Systems

Proficient in Microsoft Office and Excel applications and accounting software, with the ability to effectively utilise our FreeAgent system to maintain financial records.

Experience and Qualifications

Essential

Proven experience in a combined administrative and finance role.

Experience using accounting software for invoicing and purchase reconciliation.

Strong attention to detail and accuracy.

Excellent organisational and time management skills.

Confident communication and customer service skills, both written and verbal.

Ability to work independently at our Hazel Grove office and as part of a wider team.

Resilient, proactive, and adaptable approach to work.

Desirable

Prior experience specifically using FreeAgent accounting software.

Relevant qualification in Finance, Accounting, Business Administration, or a related field.

Experience supporting process improvements within a busy office environment.

Behaviours and Attitudes

Empathy & Respect

Demonstrates understanding and respect towards colleagues, clients, and suppliers.

Promotes an inclusive, welcoming environment where people feel valued and supported.

Integrity & Honesty

Acts with professionalism, openness, and honesty, taking accountability for administrative decisions and actions.

Upholds organisational policies and confidentiality, building confidence through ethical conduct.

Resilience & Commitment

Remains positive, adaptable, and solution-focused when facing challenges or managing busy periods.

Demonstrates commitment to delivering high-quality support for the successful operation of the business.

Trust & Authenticity

Builds strong relationships through reliability, consistency, and genuine engagement with others.

Contributes to a culture of openness, collaboration, and mutual trust within the team.