Bookkeeper/Administration

Overview

We are seeking a detail-oriented and organised Bookkeeper/Administrator to join our team. This role involves managing financial records, supporting administrative functions, and ensuring the smooth operation of our office. The ideal candidate will have experience with accounting software (Xero) and possess strong organisational skills to handle a variety of tasks efficiently. This position offers an excellent opportunity for someone looking to utilise their bookkeeping expertise within a professional environment.

Responsibilities

Administrative Duties:

• Work closely with the Manager and Finance Director, ensuring they have all the necessary information for them to perform their roles.
• Deal appropriately with all visitors, telephone enquiries, mail and email received by the Club.
• Maintain and manage all membership information held on the Club V1 system. Ensure that GDPR requirements are adhered to.
• Maintain a calendar of events both golfing and social for the Club and check that events do not “clash”. Ensure the Bar Supervisors, Professional and Catering Manager are kept informed about upcoming events.
• Take bookings from visiting societies and ensure the Professional, Bar Supervisors and Catering Manager are provided with details.
• Maintain confidential staff records and all statutory information. Ensure that all correct procedures are followed for new employees and leavers, in consultation with the Club Secretary and appropriate Director.

Accounting Duties:

• Using the XERO system, post all supplier invoices to the ledger and pass to the appropriate Director for payment approval. Ensure that all invoices are properly authorised and paid correctly at the due time. File all invoices.
• Check statements received from suppliers and investigate any discrepancies with the appropriate Director.
• Ensure that all receipts and payments through the Club’s bank accounts are entered into the XERO system in order to provide the Finance Director with all relevant information to produce quarterly accounts. Check and reconcile bank statements weekly.
• Maintain VAT records and prepare the quarterly returns.
• Reconcile bar takings with the till reports daily. Reconcile bank statements weekly; maintain record of all payments made through petty cash.
• Ensure subscriptions and monies other than bar takings are banked on a regular basis.
• Using the XERO system produce monthly payroll for all staff employed by the Club. Notify the Pension Provider, B&CE, of the monthly amount to be collected.
• Ensure that the correct procedure is followed for the payroll end of year routine and that relevant forms are issued within the statutory timescale. File annual P11d (employee expenses) information online by the specified date.
• Liaise with the Finance Director concerning all enquiries and information from Government Departments and Pension Provider.
• Ensure production of invoices to members through the Club V1 system in time for payment in accordance with the Club rules.
• Set up and maintain Go-Cardless subscriptions.
• Enter subscription payments into XERO.
• Maintain the records of Member’s bar cards.

Qualifications

• Proven experience as a Bookkeeper or in an administrative finance role
• Proficiency in accounting software Xero is essential
• Strong understanding of accounts payable processes and financial reconciliation methods
• Excellent organisational skills with the ability to prioritise tasks effectively
• Attention to detail and accuracy in data entry and record keeping
• Good communication skills, both written and verbal
• Ability to work independently as well as part of a team
• A recognised qualification in accounting or finance is desirable but not mandatory

This role is ideal for a motivated individual seeking to contribute their bookkeeping expertise within a supportive environment. We value professionalism, accuracy, and organisational excellence in our team members.

Pay: £30,000.00-£32,000.00 per year

Benefits:

• Casual dress
• Discounted or free food
• Free parking
• On-site parking

Work Location: In person