FSD Academy Ltd

Sales and purchase invoices

• Create, check and send accurate customer invoices for all supported companies.
• Enter supplier invoices and credit notes into QuickBooks.
• Ensure invoices are allocated to the correct company, project and expense category.
• Maintain organised digital records of invoices, receipts and supporting documentation.
• Monitor outstanding customer invoices and assist with credit-control activity.
• Respond professionally to straightforward invoice and payment queries.

Bookkeeping and financial records

• Keep each company’s QuickBooks records accurate and up to date.
• Enter and correctly categorise day-to-day financial transactions.
• Maintain clear and separate accounting records for each company.
• Record intercompany transactions accurately where required.
• Identify missing information, duplicated transactions or potential errors and raise these with the appropriate manager.

Bank reconciliations and payments

• Complete regular bank and credit-card reconciliations.
• Investigate and report any differences or unidentified transactions.
• Prepare supplier, contractor and subcontractor payment schedules.
• Assist with making payments following the required director approval process.
• Ensure appropriate invoices and supporting documentation are in place before payments are processed.

Payroll and staff wages

• Collect and check staff timesheets, overtime records and payroll information.
• Create and maintain staff hourly-wage and timesheet spreadsheets.
• Prepare accurate payroll information for submission to the external accountant.
• Support the processing of payments to employees, contractors and subcontractors.
• Maintain secure and confidential payroll records.
• Assist with subcontractor and Construction Industry Scheme record-keeping where applicable.

Expenses

• Check staff and director expense claims against receipts and company procedures.
• Enter approved expenses into the appropriate accounting system.
• Ensure receipts and expense evidence are stored accurately.
• Raise any missing information or unusual claims with the relevant director.

Monthly reporting and analysis

• Assist with the preparation of monthly financial management reports for the directors.
• Produce standard reports including profit-and-loss statements, balance sheets and aged-debtor and aged-creditor reports.
• Help maintain basic cash-flow reports and financial trackers.
• Compare actual income and expenditure against budgets where required.
• Present financial information clearly using spreadsheets and accounting reports.
• Help directors understand outstanding payments, upcoming liabilities and the current financial position of each company.

Financial templates and systems

• Create and maintain useful finance templates, including wage spreadsheets, payment trackers, invoice logs and cash-flow forecasts.
• Support improvements to financial processes and administrative systems.
• Ensure templates are accurate, easy to use and consistently maintained across the businesses.

Year-end and accountant support

• Organise invoices, receipts, bank statements and other records ahead of year-end accounts or audits.
• Respond to information requests from the external accountant with appropriate approval.
• Assist with resolving bookkeeping queries and correcting records.
• Help ensure financial documentation is complete, accurate and accessible.

General responsibilities

• Handle confidential financial, employee and business information responsibly.
• Follow data-protection, safeguarding and company confidentiality procedures.
• Communicate professionally with customers, suppliers, staff, subcontractors and accountants.
• Attend EMA training sessions and complete all required apprenticeship work and evidence.
• Undertake other reasonable finance and administrative duties appropriate to the apprenticeship.