Finance Administration Assistant

FINANCE ADMINISTRATION ASSISTANT

About the role

We’re looking for a Finance Administration Assistant to support the day-to-day running of our Finance team. Reporting to the Senior Legal Cashier, you’ll take on a varied mix of financial administration, from expenses and card transactions to purchase ledger support and petty cash.

You’ll work closely with colleagues in Finance and liaise with partners, fee earners and support staff across the firm. You’ll share responsibility for keeping financial processes accurate and organised, providing cover for team members and supporting other duties requested by the Head Cashier or Finance Operations Manager. This role has no direct line management responsibility.

What you’ll be doing

• Managing expenses through the Finance Invoices/Expenses inbox, checking that claims include the right information and approvals, formatting and filing documents, and coding straightforward expenses in line with firm policy.
• Responding to virtual credit card (VCC) requests through the internal hub.
• Downloading VCC transactions from HSBC each week and accurately posting them into Peppermint.
• Sorting and distributing incoming mail and paying in cheques.
• Monitoring the Credit Checks inbox and flagging entries for review.
• Helping the Senior Finance Manager add new clients to the Red Flag platform for ongoing monitoring.
• Supporting the purchase ledger process during busy periods and covering absences.
• Creating, issuing, coding and posting monthly Coutts Card transactions.
• Processing petty cash receipts and payments, and regularly reconciling all cash held.
• Keeping electronic and physical filing systems accurate, organised and accessible.
• Handling sensitive information and confidential documents with discretion.

About you

You’ll bring a methodical approach, excellent attention to detail and the confidence to manage your own workload while working closely with others. We’re looking for someone who is flexible, proactive and happy to help with a wide variety of tasks.

Experience

• Ability to work without close supervision
• Able to demonstrate confidentiality and integrity
• Experience within a professional environment is desirable but not essential
• Experience to match the duties of the role
• Experience dealing with clients, partners and fee earners at all levels is desirable but not essential.

Qualifications and IT skills

• GCSEs in Maths and English, or equivalent, and a general standard of education appropriate to the role
• Strong IT skills, including confidence preparing correspondence, using an integrated office suite and moving information between systems.

Your approach

• Excellent communication and interpersonal skills
• Methodical, accurate and well organised systems of working
• Flexible, energetic and organised
• Team player

Working as part of the team

• Be prepared to undertake a very wide variety of work.
• Comfortable working independently and in co-operation with colleagues, supporting the team wherever needed.
• Exceptional levels of attention to detail
• Ability to juggle priorities
• Willingness to go the extra mile to support colleagues and get the job done.