Join the team

Deeds and Words are hiring a Bookkeeper & Team Administrator. Take a look below for the full job description, and how to apply.

Overview

Deeds and Words is a small business, and we exist to help organisations and communities build cultures that work better – to tackle the challenges we face in our society. We are looking for a qualified bookkeeper and administrator to join our small team of five. This might be your first book-keeping role, or you may be more experienced and looking for a role that provides greater flexibility. We’re looking for someone who cares about what we do and wants to help us do it. We are committed to your professional development, and budget is available for training and on-going learning.

The postholder will undertake some routine finance tasks, including managing transactions, reconciling Xero, liaising with our accountant and payroll provider, and monitoring income, expenditure and cash-flow. There will also be some less routine administrative tasks; booking travel and accommodation, arranging meeting room bookings, liaising with suppliers, and keeping our documents and databases up to date.

This is a full-time role, but we are open to requests for part-time and flexible working for the right candidate.

Deeds and Words have a small office in London. Two members of staff are based outside of London and work remotely. This role will require remote working with occasional travel to London.

Date Added: 24th March

Closing date: 7th April

Interview date: 17th April via MS Teams

Job title: Bookkeeper and Administrator

Reporting to: Deputy Director, Deeds and Words

Location: Remote working with occasional travel to London

Hours: 35 hours a week (open to part time and flexible working for the right candidate)

Salary: £30,000-£35,000 FTE depending on experience

Length of contract: Permanent

Role overview

This is a two-part role: to provide high quality bookkeeping and administrative services to enable Deeds and Words to work effectively on a day-to-day basis.

Key responsibilities:

• Working closely with our external accountant to ensure our finance systems are up-to-date, accurate and compliant.

• Working closely with, and reporting to, our Deputy Director to effectively prioritise and manage both elements of the role.

• Working with the Directors to develop, understand and adapt to the changing needs and priorities of the role.

Bookkeeping:

• General bookkeeping activities including entering all sales, purchases, receipts and payment transactions into Xero.

• Setting up banking payments to suppliers via the Deeds and Words business account.

• Liaising with external accountant to ensure UK and French payroll is set up and authorised.

• Invoicing clients and maintaining an invoicing schedule.

• Ensuring correct funds are earmarked for corporation tax and VAT.

• Liaising with clients to receive timely PO numbers. 

• Carrying out weekly Xero reconciliations.

• Maintaining financial records, including regular and proactive updates to budget and actuals spreadsheet. 

• Monitoring cash-flow and forecasting spreadsheets.

• Overseeing all financial data compliance requirements of Deeds and Words, including identifying and mitigating risks.

• Providing general support to the Directors, Deputy Director and Accountant in all financial management and reporting.

Administration:

• Maintaining all supplier relationships and proactively highlighting issues with the Deputy Director.

• Seeking value for money from existing suppliers and creating good relationships with suppliers. 

• Designing a system to track where staff are working and manage their meeting room requirements. Book meetings rooms as required. 

• Booking travel and accommodation as requested.

• Managing leave records for all staff.

• Ensuring compliance with the UK GDPR.

• Managing the company health insurance scheme.

• Ensuring insurance and guarantees are up to date, comprehensive and financially competitive.

• Housekeeping of the D&W digital systems including Monday.com and SharePoint.

• Maintaining an up-to-date record of all our digital accounts including supplier accounts and managing our NordPass password system.

• Proactively ensuring we remain compliant with Cyber Essentials Plus.

• All other administrative tasks as required by the team.

Personal Specification:

• Qualified book-keeper – essential 

• Excellent organisational, team-working and time-management skills.

• Proactive self-starter, able to provide accurate information in a timely and efficient manner.

• Experience working with Xero or a similar accounting package.

• Experience of providing administrative support to a small team.

• Excellent Microsoft skills.

• Attention to detail.

• Experience of using a database such as Monday.com or capacity to learn.

• Excellent communication skills, both written and verbal.

• Experience of working in a small team environment.

Staff benefits:

The postholder will be employed by Deeds and Words and will be paid monthly, three weeks in arrears and one week in advance. We offer a range of benefits including:

• 30 days leave pro rata

• 7% contribution to a pension

• Access to training and development

• Flexible working

• Health insurance with WPA

Interview:

A written task for candidates shortlisted after the closing dates will be set on 10th April with a deadline of 17th April.

Interviews: 17th April. 

A second interview might be necessary. This will also be held online and scheduled in negotiation with candidates.

Applications for this position are now closed.