Job Description

Corporate Services Officer

Working Hours:

Monday to Friday - 9am till 5pm

Full Time: 35 Hours per week

Staffordshire Chambers of Commerce reserve the right to close a vacancy once we have received sufficient applications.

It is therefore advisable that you submit your application as early as possible to avoid disappointment.

About Staffordshire Chambers of Commerce

Staffordshire Chambers of Commerce has been in existence for over 200 years. It was borne out of a desire from businesses to meet together and trade and ensure that there was a voice for business and an organisation to represent their needs and deliver services to help them. We continue to deliver this role and have developed a wider relationship as part of the recognition of the contribution that the business community makes to economic and social success.

Job Title: Corporate Services Officer

Accountable To:

Head of Finance

Location:

Staffordshire Chambers of Commerce

Our Vision

All employees of the Chamber are expected to contribute to our vision:

'Staffordshire Chambers believes that we can help all the people of Staffordshire be more prosperous and have more opportunities, by helping business to belong to the Chamber and do things BETTER'.

Our Values

Our vision is supported by a set of core values which define the standards and behaviours which are expected of all employees:

Bold

We try new things

We are passionate about making a difference

We always put our members first

Excellent

We achieve the highest standards

We seek to improve continuously

We are committed to equality of opportunity

Trusted

We communicate well

We are consistent in our approach

We put colleagues and customers first

Team Focused

We are an outstanding team

We are focused on achieving our vision

We respect and support each other

Ethical

We represent our members professionally

We make a positive contribution to the community

We act with integrity

Responsive

We are open to change

We respond positively to customer feedback

We maximise opportunities

Background

Staffordshire Chambers of Commerce has been in existence since 1813 and incorporated since 1949. We are a business membership organisation, with nearly 1,000 business members across Staffordshire, making us the biggest business support organisation in North Staffordshire.

We provide a range of support to help business to start, grow and succeed including:-

Networking and Events Business Services inc HR/Legal advice Policy and Representation International Trade Training
We also deliver a range of external contracts which support business to access funding, growth programmes, training grants and more. These include the Growth Hub Business Support helpline, the business crime helpline, the Local Skills Improvement Plan, plus a range of other initiatives which change as funding becomes available through Local Authorities.

This means we work with an additional 6,000 businesses each year through our wider project support.

In addition we work closely with MPs to raise awareness of key issues facing businesses and we operate "Daily Focus" a e-newsletter which goes out 5 days a week, celebrating and promoting local business news.

Our vision is to help grow the economy and support Staffordshire businesses to make it a more prosperous area for the residents and attract further investment.

Job Purpose

To be responsible for maintaining accurate financial and HR records in accordance with established processes and systems. To provide timely and reliable support to the Head of Finance, ensuring the efficient delivery of all finance, HR, and administrative functions. This includes maintaining ledgers, managing funding and grants, and completing all related processes accurately and within required timeframes. Systems should be used effectively to support both financial and HR operations, contributing to the overall efficiency of the organisation.

Key Responsibilities:

1. Maintain all financial records, including sales and purchase ledgers, efficiently and accurately, ensuring creditors and debtors reports are clean and irregularities and queries are resolved in a timely manner.

2. Updating the budget monthly in Xero and raising reports to enable team wide journal checking against budget variances

3. Operate an efficient and effective purchasing system, ensuring purchase orders are raised, invoices authorised, and payments made in the agreed timescales.

4. Assist in delivering an efficient and effective credit control function, managing the direct debit system, ensuring direct debits are collected promptly and all outstanding invoices are chased promptly and regularly.

5. Invoice membership renewals, raising recharges, monthly export documentation and funding invoices.

6. Carry out banking receipts, manage petty cash systems, only receipts, payments and bank reconciliations.

7. Management of the accounts email box with 24-hour turnaround to customers

8. Ensure the CRM and accounts system data match and deal with any irregularities.

9. Produce reports including membership figures, KPIs, outstanding sales invoices, purchase orders and year-end reconciliations.

10. Assist with the year end audit preparation

11. Go cardless and Stripe maintenance and reconciliation within their own portals

12. Produce monthly reports and prepare /input journals for petty cash, accruals and prepayments to assist in the productions of monthly management accounts and budgets.

13. Accurate VAT coding and detailed VAT report checks monthly

14. Accurate Nominal coding-in accordance with the Regions and project codes

15. Payment run building within the templates and checking verbally of all bank account changes from Suppliers.

16. Saving down all invoices from portals

17. Uploading all invoices into customers portals for payment

18. Payroll journals and payroll associated tasks- saving reports and ensuring cost centres are adhered to.

19. Following a month end closing schedule for all delegated tasks as per closing deadlines

20. Collate, check and pay monthly staff expenses accurately and on time.

21. Assist in budget preparation, cash flow forecasting, accounts preparation, VAT returns, P11ds etc.

22. Assist in the administration duties of the Finance Department, including financial calendar, portal matrices and maintaining accreditations.

23. Responsible for issuing/maintaining Bankline cards and Barclaycards and the bank mandates for three companies

24. Order the monthly stationery requirements, ensuring adequate supplied and obtaining value for money.

25. To lead on use of accounts and CRM system for payments, invoicing etc. and provide training in any financial aspect to staff- using expenses programme etc.

26. Ensure compliance with established procedures, financial regulations and accreditations.

27. Being responsible for ensuring that documents, systems and processes including online HR, contingency plans and induction processes are kept up to date and relevant.

28. Responsible for all HR administration, induction, recruitment onboarding and off boarding.

Qualifications

Minimum 3 GSCE's (or equivalent) including English and Maths Finance or bookkeeping qualification /undertaking or Qualified by Experience

Proven Experience

Experience of undertaking and awareness of financial procedures and systems such as Xero at least three to five years' experience HR Admin Experience - minimum one year Experience of working in a multi-disciplinary team environment Experience of utilising ICT Systems to high levels of accuracy - including excel, outlook and word with the ability to create and maintain detailed spreadsheets Experience of operating effective payments and credit control systems Proven experience of working to financial and other targets and deadlines Experience of carrying out balance sheet reconciliations Experience of preparing journals for accruals and pre-payment

Knowledge, Skills and Abilities

Highly competent use of IT, particularly excel Commitment to achieving the Chambers' vision Able to contribute positively to the Chambers' BETTER Values Outstanding customer service and relationship building skills Professional and friendly approach Time management, able to prioritise and achieve deadlines Excellent verbal and written communication skills Problem solving skills - able to work on own initiative High levels of numerical accuracy Able to interpret data and produce accurate reports Highly organised and able to meet deadlines

Other Attributes

Desire to learn Team Player Self-starter Professional & discrete Able to work flexibly and readily adapt to changing work priorities

How to Apply

Please send your CV to Dawn Styles

together with

a supporting letter detailing how you meet the requirements for Corporate Services Officer and how you support the Chamber BETTER values.

Applications should be emailed or posted/delivered to Staffordshire Chamber of Commerce, Commerce House, Festival Park, Stoke On Trent ST1 5BE

We reserve the right to close the applicable window early.

Staffordshire Chambers of Commerce is an equal opportunities employer

Data Protection

Staffordshire Chambers of Commerce will use any data you provide in your application to assess your suitability for the position advertised This data will not be further processed unless your application is successful.

All candidate information gathered through our recruitment campaigns will be protected and we will fulfil the requirements of the relevant legislation.

In the case of unsuccessful applicants, we will retain all relevant recruitment paperwork for a period of 12 months in case of any claim/dispute, after this time the paperwork will be destroyed by shredding or other confidential waste disposal methods.

Successful candidates will have their recruitment paperwork retained within personnel files and in line with our data retention schedule.

The Chamber will not use any form of automated processes in its recruitment decision making.

If you require any further information in relation to the protection of your data, please contact us using the details above or view our HR Privacy Policy at www.staffordshirechambers.co.uk

Job Types: Full-time Permanent contract

Salary: 26,000 to 30,000 dependent on experience

Schedule:

Monday to Friday 9am - 5pm
Work Location: In person(Office)

Job Types: Full-time, Permanent

Pay: 26,000.00-30,000.00 per year

Work Location: In person