CoActive Care
Accounts Assistant (Sales & Purchase Ledger)
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What's in it for you
- £30,000 starting salary
- Full-time role with flexible working hours to suit business need
- Remote working days, alongside time as part of an on-site team
- Join a growing organisation – be part of an expanding residential care group with opportunities to develop as the finance team grows
- Varied, hands-on role spanning sales ledger, purchase ledger, credit control and audit support – ideal for building broad finance experience
About the role
We are seeking a full-time Accounts Assistant to join our expanding residential care group, which operates across multiple locations. Based at our head office at Spurfield House in Exminster, you will be responsible for the accurate and efficient management of the company's sales and purchase ledgers using Sage Intacct.
The successful candidate will have excellent attention to detail, strong organisational skills and a confident, data-driven approach. You will be able to manage competing priorities effectively while maintaining high standards of accuracy and financial administration. You will report to the Senior Finance Manager.
Key Responsibilities
Sales Ledger & Care Billing
- Monitor monthly fees for residents and local authorities, processed via Salesforce, portal billing, or manually raised invoices
- Monitor petty cash for two smaller companies, including balancing and keying
- Post incidental expenses to residents' accounts and issue monthly bills
- Work with other team members on fee deviations and non-receipt of expenses
- Liaise with home management teams on fee changes and maintain an accurate, up-to-date billing system
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Purchase Ledger & Supplier Tracking
- Enter invoices as they arrive, mainly via email, as part of our move towards a paperless process, attaching documentation in Sage
- Set up new supplier profiles in the system
- Prepare weekly payment runs for suppliers
- Reconcile supplier statements to identify and resolve errors
- Assist the accounting team with prepayments and accruals
Credit Control
- Monitor resident and local authority accounts for overdue balances, running regular aged debt reports from Sage Intacct
- Chase outstanding payments by phone, email and letter, maintaining a professional and empathetic tone with families and local authorities
- Keep clear, up-to-date records of all credit control communication and agreed payment plans
- Escalate persistent non-payment issues to the Senior Finance Manager and home management teams as needed
- Provide regular debtor reports and updates to management, highlighting risk accounts and cash flow impact
Miscellaneous
- Help update spreadsheets used for financial monitoring, as required
- Scan and digitally file paper financial records
- Support the finance team with audit preparation
- Undertake other miscellaneous work as it arises during the normal working week
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Personal attributes
- Discreet and trustworthy when handling sensitive financial and resident data
- Empathetic and sensitive to the needs of a care environment
- Proactive, willing to pick up ad hoc tasks as the finance team grows
What we're looking for
- Well organised, able to manage multiple deadlines including weekly payment runs and monthly billing cycles
- Good written and verbal communication skills
- Comfortable working both independently (on remote days) and as part of a team
- Strong numeracy and high attention to detail
- Fast, accurate data entry and typing
Essential requirements
- AAT Level 4 (or working towards), or equivalent bookkeeping qualification
- Previous experience in a sales/purchase ledger, accounts, or bookkeeping role
- Confident using Microsoft Excel, including spreadsheets, basic formulas, and VLOOKUP/pivot tables
Desirable
- Experience with Sage Intacct, Sage 50, or similar accounting software
- Experience in a care home, healthcare, or similar regulated multi-site environment
- Experience with Salesforce or portal-based billing systems
- Experience reconciling supplier statements and handling accruals/prepayments
If this sounds like you, we'd love to hear from you.
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