Milton Keynes Citizens Advice Bureau
Job Description
| Job Title | Finance Officer |
| Location | Clarendon Drive, Wymbush |
| Responsible to | Director |
| Salary/ Band | Band 3B |
| Weekly Hours | 14.4 hrs (2 days) |
This job description is a guide to the work that you will initially be required to undertake. It may be altered from time to time to meet changing circumstances.
Main Purpose of the Post:
To take full ownership of the organisation’s day-to-day financial operations, ensuring that all financial processes run smoothly, records are accurate, and timely, reliable financial information is available to support decision-making within the charity.
The role is responsible for maintaining strong financial control across the organisation, working closely with the Finance Manager (strategic oversight), Director and SMT, and ensuring that finance is well-managed, understood, and proactively monitored.
Main Duties and Responsibilities:
1. Financial Operations & Control
• Manage the purchase ledger, including processing invoices and maintaining accurate records.
Manage the sales ledger, including preparing invoices and maintaining accurate records. Monitor receipt of invoice payments
Maintain and reconcile bank accounts on a regular basis
Manage petty cash and ensure appropriate controls are in place
• Maintain and reconcile control accounts (e.g. payroll, VAT, other key balances)
• Ensure all financial records are accurate, complete, and audit-ready at all times
• Maintain the integrity and structure of Sage 50
2. Payroll & HMRC
• Process monthly payroll accurately and on time
Ensure all relevant HMRC submissions are completed (RTI, etc.)
Maintain payroll records and resolve any discrepancies
3. Compliance & Financial Administration
Support the preparation and submission of quarterly VAT returns
• Process Gift Aid claims and maintain accurate supporting records
• Manage financial aspects of relevant funding/deposit portals
• Ensure compliance with internal procedures and external requirements
4. Management Information & Reporting
• Prepare draft quarterly management accounts and supporting reports
• Work with the Finance Manager to finalise financial reporting
• Provide financial information to support:
o SMT and Trustee decision-making
o funder reporting requirements
o year-end accounts preparation
5. Budget Monitoring & Financial Oversight
• Monitor income and expenditure against budgets across the organisation
• Identify and flag variances, risks, or anomalies in a timely way
• Work with SMT and the Director to follow up on budget issues where required
• Support the organisation in maintaining a clear and up-to-date understanding of its financial position
6. Income Monitoring
• Track expected income and identify any discrepancies or delays
• Work with SMT and the Director to ensure income is received and recorded correctly
7. Systems & Process Improvement
• Maintain efficient, consistent financial processes
Identify opportunities to improve systems, reporting, and workflow
• Contribute to the ongoing development of financial systems and controls
Professional development
• Attend relevant organisational and role specific training as required
• Attend internal and external meetings in agreement with your line manager.
• Prepare for and attend supervision sessions/staff meetings/management team meetings as appropriate.
Other duties and responsibilities
• Provide written and statistical progress reports to the Director, Finance Manager and Trustees as required.
• Prepare, present, and provide written and statistical progress reports to the management as required.
• Support agreed local and national Citizens Advice research and campaigns.
Maintain close liaison with relevant external agencies.
Carry out any other tasks that may be within the scope of the post to ensure the effective delivery and development of the service.
• Demonstrate commitment to the aims and policies of the Citizens Advice service.
• Abide by Health and Safety guidelines and share responsibility for own safety and that of colleagues.