Accounts and Finance Administrator

Hours: 22.5 to 30 hours per week (0.6 to 0.8 FTE)
Salary: £20,000 per annum (1 FTE)
Reporting to: General Manager
Application form: Accounts and Finance Administrator Application form (Word doc)
Deadline: Friday 2nd November 2018, 5pm
Interviews: Week starting Monday 5th November 2018


Context & Rationale

The Art School is a student- and artist-led venue in Glasgow. We offer space and support for a wide range of artistic and musical practices, hosting gigs, clubs, films and educational events, alongside the regular opening hours of our core social and dining facilities in the Vic Café Bar. As a non-profit charity, all proceeds made by The Art School go towards funding student exhibitions, projects, and societies, along with contributing to our ‘Programming Fund’ for innovative and emerging artists and events. We are supported by both the Glasgow School of Art and our own commercial activities, and in turn work as a representative body for students at the GSA, advocating for their interests and welfare.

With a building comprised of several Project Spaces, a large multifunctional Assembly Hall and the well-loved Vic Café Bar, our facilities offer a range of opportunities and resources: helping our communities learn and share skills in ways beyond traditional canons, classrooms and lecture theatres. We try to make everybody feel comfortable and welcome in the venue, and have an on-going and self-critical commitment to accessibility, safe(r) spaces and actively opposing all forms of discrimination.

Glasgow School of Art Students’ Association (GSASA) is recruiting an Accounts & Finance Administrator to support and assist with the Accounts & Finance Department with the administration of accounting, finance control and budget reporting of all GSASA finances including commercial, charitable and students societies activities.

The Accounts & Finance Administrator will provide finance administrative support to the General Manager, Operations, Events, Sabbaticals and Student Engagement team, and will also liaise with external accountant and auditors. You will contribute to the long ­term continuation and development of the GSA Students’ Association and the myriad of services it provides.


Summary of Duties

Reporting to / Directed by The General Manager (and Operational Management Team)

  • Input supplier invoices chronologically into SAGE / Quickbooks Purchase Ledger and ensure all information are up-to-date and accurate
  • Raise customer invoices, and manage customer accounts
  • Issue remittance upon payment to suppliers, statements and chase outstanding balances on customer accounts
  • Issue reporting and forecasting to Management
  • Manage the administration of all finance and accounts documents and direct enquiries to the appropriate team member.
  • Monitor approval processes and auditing best practice
  • Liaise with GSA Finance Team, external accountant and external auditors and provide information as / when requested
  • Reconcile transactions of GSASA charitable activities.
  • Administrate the Bankline platform as directed by the General Manager
  • Take administrative lead with the support of the General Manager on all finances for large scale events
  • Assist in the renegotiation of contracts and compare competitive rates of suppliers
  • Offer additional weekly analysis and comparison of weekly operation and monthly operation
  • Assist the General Manager in the writing and / or proofing of relevant letters, emails and reports to external parties.
  • Ensure high level of confidentiality is maintained with all GSASA Finances.
  • Maintain and manage confidential information in line with GSA data protection policy.
  • Maintain efficient filing and document management system, prioritising environmentally friendly working methods.
  • Act in the best interests of the Students’ Association and uphold the values and rules of the GSA Students’ Association constitution, in line with the GSASA Mission Statement and its charitable objectives.
  • Undertake staff development activity relative to the role.
  • Promote and encourage equal opportunities and diversity



Internal: General Manager, Operations Manager, Events & Catering Manager, Head Chef, Sabbatical Officers, Student Engagement Coordinators, GSASA Team, GSASA Board of Directors & trustees.

External: GSA Finance Team, External Accountant, External Auditors, Insurers Advisors and Brokers, HMRC.


Person Specification

Qualifications Essential Desirable
Relevant qualification in Accounts/Finance or administration/business x
Evidence of continuing professional development x
Ability to follow direction and take initiative when required x
Ability to work effectively within a team x
Experience with SAGE Accounts & Payroll and Quickbooks x
Previous experience in working for an organisation in Accounting / Finance x
Appreciation and understanding of the arts x
Understanding of current issues within Higher Education and Students’ Associations x
Working knowledge of data protection regulations (GDPR) x
Experience with funding applications and grant administration x
Ability to work within Accounting and Finance x
Problem resolution of Accounting systems x
Responsive, intuitive and highly organised x
Exceptional communication skills x
Ability to work under pressure and handle changing priorities x
Approachable and able to communicate effectively on the telephone and in person x
Good IT skills and proficient in the use of Microsoft Excel, Word and Outlook x
Values and Ethics
Understanding of and commitment to equality of opportunity and outcome x
Desire to work within a democratic student-led environment x
Desire to work within an organisation with a diverse membership x


Printable PDF version of Accounts and Finance Administrator Job Description