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Finance and Office Administrator
Premiership Women's Rugby (PWR)
The mission of Premiership Women’s Rugby is to run the world's most competitive, progressive and sustainable domestic competition.
Job Posted- 30 Dec 2024
Status- Full Time
Location- England
Closing date- 24 Jan 2025
About the role
Premiership Women’s Rugby (PWR) mission is to be the most competitive, progressive and sustainable domestic competition in the world. The Company, established in January 2024, consists of a small core team working closely with 9 League Clubs and the Rugby Football Union (RFU) to deliver the strategy, drive growth and lead the way in the development of professional women’s club rugby. Ahead of a pivotal year in 2025 when England will host the Women’s Rugby World Cup the team is looking to expand the finance function to support in the day to day administration.
To support this growth, we are seeking a new Finance and Office Administrator to provide finance, procurement and office management services to enable smooth running of company operations. This role will report to the Head of Finance, supporting day to day finance activities and processes, as well as providing additional office support to the remainder of the team.
Responsibilities
Finance Administration
- Co-ordinating/monitoring the daily administration of all incoming and outgoing emails for the Finance inbox, ensuring all emails are from a reputable and legitimate source, identifying any spurious/illegal activity and handling accordingly with no loss to PWR
- Checking and reviewing all emails received to code them appropriately which ensures invoices are paid within the correct payment terms. Close liaison with suppliers on any issues they may have in relation to this
- Correctly match invoices to purchase orders, ensuring that the purchase order system (ApprovalMax) is maintained and purchase orders are closed down in a timely manner
- To answer suppliers’, customers’, stakeholders’ and colleagues’ queries in a timely, accurate and professional manner ensuring good customer service is provided at all times.
- Processing and reviewing New Supplier applications into Xero and contacting them to confirm bank details via telephone to ensure authenticity. Making any other changes required to Suppliers with regards to new bank details, change of address, etc again meeting all control requirements
- Reconciling supplier statements received into the email account (and via post)
- Working with suppliers to recover funds that have been identified as having been paid in error to ensure we have not overpaid any monies and if we have ensuring they are returned to us ASAP
- Regularly reviewing the accounts receivable ledger, identifying customers who have not paid in the agreed payment terms, contacting the customer and requesting payment. Working with colleagues to
identify correct contacts for invoices not settled in a timely fashion and flagging overdue customers to colleagues including Head of Commercial - Management of the monthly pay run process, with first review of outstanding payments, ensuring that suppliers are paid on time
- Coding bank transactions into Xero accurately and timely
- Supporting the Head of Finance in the preparation of the month end management accounts including bank reconciliations and AP and AR ledger reconciliations
- Management of corporate credit cards, ensuring colleagues adhere to the expenses policy and receipts are received in a timely manner. Ensuring that the correct VAT treatment is applied when processing credit card receipts
- Review and posting of employee expense claims, ensuring that expense claims are in line with the company policy
- Ad hoc administrative tasks for the finance department
Office Administration
- Manage the PWR office, managing supplies, access to the office, (ensuring new starters are given keys and access to the building) and coordinate meeting room bookings for the PWR team
- Provide ad-hoc administrative support to the PWR Exec team, including the Chair
- HR Support:
o Assist with recruitment processes, including scheduling interviews and preparing onboarding materials.
o Maintain employee records and assist with payroll and benefits administration.
o Support the implementation of company policies and health & safety procedures.
Person specification
Having the flexibility required to succeed in a small company you should be enthusiastic, focused on the details, people centred, flexible & adaptable, a strong communicator and influencer, financially and commercially astute with strong business acumen, highly self-motivated, confident, decisive and able to work with limited supervision.
Previous Experience of:
- Experience with accounts payable process: Essential
- Previous experience of working in a small business and with finance systems (eg Xero): Essential
- Bank reconciliations and month end processes:Essential
- Ability to manage own workload, multitask and work to tight deadlines: Essential
- Experience of working in a team: Essential
- Working in a customer facing role and natural ability to provide professional customer service: Essential
- Accurate data input skills: Essential
Knowledge, Training & Qualifications:
Competent with Microsoft Outlook and Excel: Desirable
AAT qualification: Desirable
GCSE or equivalent Maths and English or ability to demonstrate equivalent experience or abilities: Desirable
In return you will be part of a young, dynamic team at the forefront of the growth of women’s sport. According to the Women’s Sport Trust/Two Circles Women’s Sport could generate more than £1bn per year by 2030 and the PWR intends to be part of that story.
Additional Information:
• Flexible working with ideally at least one day a week at the company’s offices in Victoria (hours/days to be agreed)
• 25 days annual leave (FTE) + bank holidays
• Private Health Insurance
• Pension Scheme
How To Apply:
Please click 'Apply Now' to email your CV and cover letter to Isabel Hillard.