Job Description and Objectives

Accounting Assistant responsibilities include managing and processing our weekly payroll, managing expense reports and reimbursements, entering financial transactions into the accounts software and reconciling invoices.

Ultimately, you will assist with the smooth running of the accounts and payroll processes, ensuring transparency and efficiency in all transactions.

Data entry using Xero.

Purchase invoices –Ensure for each client that all the purchase invoices for the month have been entered. ensure these are checked for the correct currency and VAT has been applied according to the purchase invoice and the values match the invoice.  

Check any employee/volunteer expense claim forms that have been received have the appropriate approvals.

Check payments processed to suppliers during the month have been entered and if necessary reconciled to payment lists.

Check the aged creditor listing for any unusual or old balances and review – check with client if still valid for payment

Ensure all sales invoices have been entered for each client

Enter all sales receipts received

Preparation and review for anomalies of aged debtor listing

Cash and Bank reconciliation

Check bank balance of sections bank account each month end

Print Unreconciled transaction report from Xero for each bank account.

Reconcile each clients bank account to Xero and any discrepancies noted and rectified.

Reconcile all account transactions and ensure all charges are authorised by manager – account codes correctly entered, VAT rate and amount correctly entered, and copy VAT purchase invoice uploaded

Upload purchases and reconcile clients credit card transactions in Xero each month.

VAT – Quarterly

Process VAT report from Xero and reconcile to Nominal Ledger for VAT on sales and purchases for the month.

Evaluate and note any discrepancies and correct these

PAYROLL and PAYE

Apply any student loan changes, tax code changes received from HMRC for the month – enter to Xero payroll

Check whether there are any changes to payroll – leavers – new starters – pay increases etc -enter to Xero payroll

Working from the payroll completion schedule process save the management report and make available for the monthly board meeting.

Finalise the payrolls and submit to HMRC

Managing payment of monthly subscriptions from junior, women’s and deaf teams.

Reconcile the PAYE account

Liaise with directors over new recruits and payment requirements.

Payment of referee payments and reimbursements to junior, women’s and deaf team

Management of fine payments (this includes payment of invoices to

leagues and County FA and also managing the recovery of fines for yellow/red cards from players).

Investigate any discrepancies and correct

Balance sheet reconciliation

Reconcile PAYE control account

Reconcile VAT control account

Balance sheet reconciliation monthly

Additional tasks to be completed once processes are understood and workflow running smoothly

Management report preparation o the directors monthly

Quarterly financial return to the National League

Year end accounts and tax return preparation

Self-assessment return preparation