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Finance Assistant, WALLACE COLLECTION
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Finance Assistant
Role Summary
The Finance Assistant will play a key role in supporting the Finance Team at the Wallace Collection by ensuring the accurate and timely processing of financial transactions, maintaining up-to-date financial records, and assisting in the preparation of financial reports. The role also includes a variety of administrative tasks that contribute to the smooth running of the department. The postholder will demonstrate strong attention to detail, excellent organisational skills, and a high level of professionalism, always maintaining discretion and confidentiality.
The Finance Assistant will work closely with both internal and external stakeholders to ensure accuracy and efficiency in day-to-day finance functions. This position is responsible for processing invoices, expense administration, performing reconciliations, and data entry. The successful applicant must be proactive and willing to take an active role in day-to-day financial procedures and processes.
This role reports to the Finance Manager.
Role Description
Accounts Payable
- Maintain the purchase ledger for the Wallace Collection (Charity) and Hertford House Marketing Limited (Trading Company) by processing invoices and liaising with Heads of Department to ensure accurate coding.
- Process expense claims promptly and accurately, ensuring all required authorisations and approvals are obtained in compliance with policies.
- Resolve supplier disputes promptly and escalate when necessary.
- Prepare payment runs for approval in a timely and accurate manner.
- Manage the accounts payable inbox and escalate queries as needed.
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Accounts Receivable
- Raise customer invoices for the commercial business (Hertford House Marketing Limited) and ensure timely payment.
Financial Accounting
- Assist with performing monthly bank reconciliations.
- Reconcile the monthly invoicing from our Restaurant supplier (Sodexo).
- Assist with monthly balance sheet reconciliations for stock, debtors (trade debtors, other debtors, and prepayments) and creditors (including trade creditors, deferred income and accruals).
- Process daily shop takings and work with the Retail Assistant and Administrator to identify and investigate discrepancies.
- Prepare weekly cash floats for shop tills according to operational requirements. (Currently not required as the shop is card only).
- Assist with monthly counting and banking of Wallace Collection donation boxes.
- Review and process monthly corporate credit card statements, ensuring accurate upload of all expenditures into SAGE.
- Support audit preparation by collating and organising data for audit files, as directed by the Finance Manager.
This job description cannot be considered to be exhaustive and other duties will be determined by circumstances as and when required.
Person Specification
Essential
- Excellent communication skills, both verbal and written.
- IT literate with strong inputting and spreadsheet skills.
- Excellent attention to detail and strong organisational skills.
- High standards of presentation, ability to keep calm under pressure and problem-solving mindset.
- Ability to manage and prioritise a busy workload.
- Friendly, flexible and enjoys teamwork.
- Enthusiasm and passion for the Wallace Collection.
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Desirable
- Familiarity with accounting software (e.g. SAGE)
- Currently studying towards an accountancy qualification or intending to commence studies.
How To Apply
Please complete the Application Form, and the Equal Opportunities Monitoring Form, following the links provided on our website. Please note the equal opportunities form is used for monitoring purposes only and does not form part of the selection process. Both forms should be emailed to recruitment@wallacecollection.org by midnight 06/09/2026. Please note late applications or applications via a CV will not be considered.
Interviews for the role will take place week commencing, 07/09/2026. Candidates who have been shortlisted for interview will be contacted after the closing date. Due to the large number of applications we receive, it will not be possible to contact or give feedback to candidates who have not been shortlisted for interview.
Start date: As soon as possible
Appointment to the role is subject to a satisfactory Basic Disclosure check. The Wallace Collection is an equal opportunities employer and welcomes applications from all sections of the community.
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