The Finance Administrator is responsible for providing administrative, supportive, and financial services for our Special Constables. This includes processing forms, maintaining mailboxes, creating and distributing invoices, recording remittances and performing reconciliations. Providing these services in an effective and efficient manner to ensure financial records are accurate and up to date and the experience of all stakeholders is pleasant.

This person will be responsible for communicating administrative tasks to a range of stakeholders e.g., non-finance, civilian special constable volunteers and federation reps. The role will also interact with both the IT and Finance team.

Key Responsibilities

Processing joiner forms received from various branches onto a system and capturing information accurately onto a master sheet. This involves performing data quality checks and communication with branches
Liaising with various functions within the IT team to ensure correct amendment of existing records in the system where notified eg resignations, changes to circumstances etc
Performing customer service aspects for joiners who pay subscriptions through direct debit – this entails assisting joiners by problem solving where direct debit form mandates fail, answering any questions or queries
Maintaining the specials finance email box and responding to any emails
Creating billing reports on a monthly basis for all branches
Creating and distributing sales invoices for all agreed billing reports. This involves using free text invoice templates, recording the invoices onto the finance system, and issuing them out for payment
Recording all remittances and performing invoice reconciliations
Follow up of all outstanding invoices
Processing expenses and credit card transactions
Performing bank reconciliations in the accounting system
Performing direct debit reconciliations and communicating all failures
Verifying that transactions comply with financial policies and procedures
Other ad hoc duties as prescribed by the Financial Controller to assist in achieving Finance Department objectives

Key Skills & Experience

Exceptional written and spoken communication skills, with the ability to explain administrative and financial processes to a range of stakeholders
Experience of working in a previous accounts receivable or payable role, and working knowledge of accounts reconciliation; bank or customer accounts
Spreadsheet manipulation skills and an aptitude for Microsoft Excel is preferable
A methodical approach with a high level of accuracy and attention to detail
Experience of accounting systems, preferably Microsoft Dynamics Navision is preferable
Good investigative and research skills
Experience of working in an Agile environment, able to work under pressure and towards tight deadlines with a flexible approach to work to ensure the success of the team
Able to work successfully as part of a team and with limited supervision when required, using their own initiative.

What PFEW will offer you

We offer multiple benefits to our HQ employees including: flexible working, hybrid working, competitive salary, enhanced pension contribution, enhanced leave, employee assistance program, onsite free lunches and refreshments, free onsite gym, free onsite parking, 26 days holiday (increasing with length of service), mental health clinics, support for continuous professional development, employee discounts and more….

Interview Process
Telephone Interview with Talent Acquisition Lead
Take home assessment
Virtual Interview with Finance, Planning & Analysis Manager and Financial Controller

*Please note that these duties and responsibilities are not exhaustive and may be changed from time to time in line with the reasonable requirements of the Police Federation and as directed by the line manager, on behalf of the Head of Department.