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Job Advert: Book Keeper

We are looking for an extremely competent book keeper. Someone who has qualified or part-qualified for the Association of Accounting Technicians (or equivalent). You should have at least 5 years experience of book keeping and be IT literate. Previous experience with SAGE or XERO is essential.

Employer:                         Newmains Community Trust
Reports to:                        NCT Centre Manager
Direct Reports:                 none
Hours:                              16 per week
Salary:                              £20,000 - £22,000 (pro rata)
Duration:                          One year fixed term contract
Pension:                           Stakeholder Pension currently under review
Holiday Entitlement:        28 days per year inclusive of public holidays
Location:                          Newmains Community Trust (NCT) Centre


Background and Purpose

The NCT Centre is a Big Lottery funded purpose built building for the community of Newmains.  It is community owned, managed by Newmains Community Trust and acts as a focal point for community activities. The Centre opened in August 2015 to serve Newmains and District Communities and through local partnership working, aims to deliver activities and services to meet community needs.

The purpose of the Bookkeeperrole is to manage the day to day finances of the NCT Centre, and be the first point of contact on finance matters.The Bookkeeper will be expected to act with reasonable autonomy, will be self-motivated and will carry out their role with the support of the NCT Centre Manager and otherkey staff.


Main Duties and Responsibilities 

The main role of theBookkeeper is to ensure the effective day to day management of the finances of the NCT Centre and support all the NCT Centre Staff and Board members in maintaining accurate and reliable financial records and the provision of timely and reliable financial management reports.


  1. Income
    1. Raise invoices for all room hire and functions, and post related invoices, credit notes and receipts to the ledgers
    2. Post all other income, including café, bar and grant income to ledgers
    3. Credit Control


  1. Expenditure
    1. Post all supplier invoices and credit notesto ledgers
    2. Ensure all suppliers paid in good time, taking advantage of any payment terms


  1. Bank and Cash
    1. Banking of all income received by cash/cheques, including deposits
    2. Bank reconciliations
    3. Cash reconciliations
    4. Petty Cash records, counts and reconciliations
    5. Preparation of bar, café and any other floats before events
    6. Counting and reconciliation of bar, café and other floats after events
    7. Security of all cash and cheques in hand


  1. Financial Management Reporting and Analysis
    1. Annual Budget Analysis
    2. Quarterly VAT analysis and returns to HMRC, including reconciliation to VAT Control Accountin Nominal Ledger
    3. Monthly Accounts to Trial Balance
    4. Monthly Income and Expenditure Statement, split by activity/fund
    5. Monthly Variance Analysis (variance from budget)
    6. Monthly (rolling) Cashflow Forecasts
    7. Monthly (draft) Board Financial Report to include:

                                          i.    Income and Expenditure (inc variance analysis v budget)

                                        ii.    Bad Debts

                                       iii.    Treasury Management (inc cashflow)

                                       iv.    Others by Board requesteg annual budget, pricing, ad hoc

  1. Ledgers
    1. Control account reconciliations for all Balance Sheet accounts
    2. Monthly accruals and prepayments
    3. Journals as required, especially Payroll
    4. Maintenance of Chart of Accounts and Standard Reports
  2. Fixed Assets and Stocks
    1. Maintenance of Fixed Asset Register
    2. Support to NCT Centre Manager and Cook in Stocktaking duties and completion and retention of Stocktake records
  3. Other
    1. Filing and security of all financial documents, paper and electronic
    2. Archiving and security of all financial documents, paper and electronic
    3. Liaison with external payroll provider and provision of requisite monthly payroll information
    4. Other ad hoc duties as required


Relationships and Accountability

Internally the post holder reports to the NCT Centre Manager.  For day to day work liaison internally with other NCT Centre Staff and externally, liaison with suppliers, customers, auditors, accountants, bank and other business customers as necessary.

Performance will be measured against targets agreed with the NCT Centre Manager The post holder will be required to provide evidence of attainment of targets through supervision and an annual appraisal.


Person Specification and Experience





Education to GCSE level or equivalent, particularly in Mathematics and English





Qualification (or part) of Association of Accounting Technicians (AAT), or equivalent



Work Experience

At least 5 years’ experience in a similar role in a busy office environment


Experience of dealing with the public, suppliers, customers, auditors, bank and other business contacts face to face, and by telephone/email


Social/Business enterprise background


Charity (not for profit) sector experience   


Hospitality sector experience



Proficiency in the use of computerised ledgers


Proficiency in all aspects of processing in Nominal, Purchase and Sales Ledgers, payroll and other journals, bank/control account reconciliations, banking, petty cash


Experience in liaising with external payroll services provider including provision of requisite payroll information


Ability to prepare accounts to Trial Balance and variance analysis reporting


Experience in all aspects of credit control


High level of numeracy


Strong attention to detail


Have excellent communication, organisational and analytical skills


Report writing skills


Experience of maintenance of Fixed Asset Register


Experience of cashflow forecasting



Good working knowledge of MS Office, especially Excel

Knowledge of HMRC reporting requirements for VAT, and completion of VAT returns


Ability to understand concepts of accruals and prepayments, and process both



Good working knowledge of Xero, Sage or other small business packages

Knowledge and experience of stock taking and related record keeping

Knowledge of HMRC reporting requirements for PAYE


Personal Qualities

Ability to work under pressure and meet tight deadlines


Flexible approach to work

Enthusiastic and self-motivated



Approachable and friendly


Ability to secure PVG membership




Additional Information

The post holder may occasionally be required to work outside of the normal working hour as either flexible hours or Time off in Lieu (TOIL) that will be agreed in advance with the post holder. 

The post holder will benefit from28 paid holidays per annum pro rata including bank holidays.

NCT Centre activities include working with children and vulnerable adults, this post-holder must be willing to undertake a Disclosure Scotland check as a requirement for this post.

The particular duties and responsibilities attached to posts may vary from time to time without changing the general character of the duties or the level of responsibility with any changes being undertaken in agreement with the post holder



To apply please visit our website at to apply online, or download a recruitment pack, or contact us for a recruitment pack at

Closing Date for Applications: Midnight on 14th July 2017

Download our recruitment pack:
NCT Equal Ops Form 2017.doc
NCT Self Declaration Form 2017.doc
NCT Application Form 2017.doc

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