Finance Assistant

Gillespies

Finance Assistant managing accounts payable and providing administrative support for Gillespies in Oxford. Seeking organized and proactive individual for hybrid role.

Posted 4/26/2026full-timeOxford • 🇬🇧 United KingdomMid-LevelSeniorWebsite

About the role

Key responsibilities & impact

Monitor, review and maintain the finance.south inbox.
Process approved purchase ledger invoices, credit notes and payments into our Deltek Vantagepoint accounting system.
Maintain purchase ledger accounts and ensure balances are checked and reconciled with supplier statements, resolving any discrepancies efficiently.
Prepare and process supplier payment runs, expense payment runs and any other Adhoc payments as required, once approved by the Finance Director within HSBC.net.
Perform bank reconciliations across multiple currencies.
Maintain billing rate tables and billing terms within the system.
Update and maintain monthly exchange rates.
Coordinate sub-consultant invoicing and monthly reconciliation.
Complete Partner credit card expense reports.
Assist with VAT preparation and submission.
Provide support and assistance with the Year-End Audit process.
Provide support with the annual carbon footprint assessment.
Month end processing and reconciliation, including assisting with accruals, prepayments and depreciation.
Support monthly P&L and balance sheet reconciliations.
Client billing, liaising with project managers for invoice approval and issuing to clients.
Provide support / cover for Accounts Receivable function when required.
Become a Vantagepoint super user; providing training and assistance where needed.
Maintain accurate employee records in BambooHR, including onboarding and offboarding documentation, visa/immigration records, and staff qualifications.
Support HR administration activities such as holiday, sickness, overtime, and timesheet tracking, along with payroll-related administrative tasks.
Provide ad hoc support on HR projects, company benefits administration, and general administration when needed.
Support studio operations and compliance, including facilities coordination, record maintenance (suppliers, projects, clients), ensure compliance with employment policies and procedures, and administrative support to Partners, HR, Finance and Marketing where required.

Requirements

What you’ll need

Ideally have some accounting qualification and/or part qualified.
Accounts Payable experience.
Strong IT understanding of financial systems.
Excellent working knowledge of Microsoft Excel and good working knowledge of other Microsoft Office applications, such as Outlook & Word.
Be self-motivated, prepared to initiate work and operate under minimal supervision.
High levels of personal effectiveness, particularly coordination, organisation, and the ability to focus on ensuring that timetables/deadlines can be met.
Have a flexible, organised and committed approach to work.
Have commercial awareness and possess excellent analytical and problem-solving skills.
Have enthusiasm, confidence, drive, presence, and self-motivation.
Be able to establish and develop good working relationships with staff working at all levels within Gillespies.
Ability to explain financial issues in a way that is easily understood by non-financial staff.
Ability to organise and plan tasks effectively to work under pressure to meet essential deadlines.

Benefits

Comp & perks

A competitive salary with a range of benefits
HSF – Healthcare cash back plan
Perkbox
A ‘flexi-hours’ scheme to allow for a healthy work-life balance.
Flexible working from home.
Cycle-to-work scheme.
Employee Assistance Programme.

ATS Keywords

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Applicant Tracking System Keywords

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Hard Skills & Tools

purchase ledgerbank reconciliationVAT preparationmonth end processingaccrualsprepaymentsdepreciationclient billingaccounts payablefinancial analysis

Soft Skills

self-motivatedcoordinationorganisationanalytical skillsproblem-solvingcommunicationrelationship buildingtime managementflexibilitycommitment

Certifications

accounting qualificationpart qualified