Finance Administrator Vacancy

We are looking for an experienced Finance Administrator to join our team at Pocklington Arts Centre on a part-time basis.

Job description:

Overview

This is a new role being developed to support a recent structural review of the organisation. A great time to join Pocklington Arts Centre (a not for profit organisation) under the umbrella of Pocklington Town Council, as we look to the future to redefine traditional roles and build on our aspirations for ambitious growth.

The post holder will be a confident, well organised self-starter motivated to review current working practices and recommend improvements to procedures to build more effective and efficient ways of working.

Working alongside the Venue Manager and reporting to PAC’s Artistic Director to underpin our ongoing sustainability.

We work as a small and effective team, therefore communication and excellent organisation skills are key requisites for the development of this role. As this is a financial administrator role, there will be a mix of accounting knowledge and basic data inputting/admin skills required – we are a small team and rely on each role managing all tasks required, there is no junior admin function.

The position is offered as a 6 month Fixed Term contract in the first instance with a review of this re-structure scheduled for January 2026 to define the role with plans to become a permanent position from March 2026.

With the post-holder’s input, it is assumed that some of the duties outlined below may be refined.

Working days likely to be: Tuesday/Wednesday/Thursday at Pocklington Arts Centre.

DUTIES REQUIRED:

Strategic Planning/Input

• To work with PAC’s Artistic Director and Venue Manager to manage accounts for the Organisation. The Director will retain overall financial responsibility and will rely on the accurate and timely preparation of financial information to inform strategic decisions and operational plans.
• To liaise with Pocklington Town Council staff and appointed Councillors on financial matters.
• To work with PAC Creative Director to maintain and produce regular project funding budgeting, allocation
  and expenditure reports.
• To support Director in producing financial forecasting, evaluation and monitoring for Funding applications.
• To support Director in producing financial forecasting, evaluation and preparation of Theatre Tax Relief returns for Pocklington Arts Centre Productions annual Christmas production.
• To prepare monthly Trading Accounts for review with the Director.
• To prepare quarterly Trading Accounts/Balance Sheet for circulation to wider management team/PTC
  Finance Committee.
• To work with Director to produce annual budget plan with quarterly rolling forecast reviews.

Operations

• Sales Ledger and Purchase Ledger data requires reconciliation and inputting to Scribe (system training available).
• Counting, reconciliation and banking of all cash taken on a weekly basis.
• To work with the Venue Manager to review forecast liabilities vs bookings (Weekly Sales Tracker).
• To maintain & manage stock analysis, ordering and payment for Bar and Concessions (Sweets/Ice Cream).
• To record and produce settlement figures for Exhibiting Artists/Commission sales, Friends of Pocklington Arts Centre (FoPAC membership), donations and one-off events/projects – monthly.
• Monthly bank reconciliations across accounts.
• Oversight of timesheets for hourly paid staff (as per input from Venue Manager and Deputy Town Clerk).
• To implement improvements to administrative tasks as part of the wider team to ensure good
  communication and the easy access of information – use of Office 365 tools to encourage the use of shared resources/diaries and key data sharing.
• Management of Friends of Pocklington Arts Centre Membership Scheme income.
• To undertake training to be a Superuser on Ticketsolve with authority to process refunds on Windcave.
• Responsible for submitting financial information required for PPL/PRS for royalties due on a Quarterly basis.
• To complete and submit HMRC returns International Artist bookings (usually 2-3 times/annum).
• To prepare and present Qtrly VAT information and annual Theatre Tax Relief claim.
• Preparation of all data for Internal Auditor twice yearly.
• To support the wider team with weekly Operations of the organisation – to include key holder/decision making responsibilities in lieu of Venue Manager or Director.

The duties listed here are not exhaustive but give an overall indication of the scope and variety of knowledge and experience required for this role.

PERSON SPECIFICATION:

• Demonstrable experience of working in finance/accounts is essential.
• Strong Excel spreadsheet skills are essential.
• The ability to simplify and explain complex data is essential.
• A willingness to work as part of Team alongside the ability to work independently to fixed timescales is essential.
• Knowledge of the Local Council Sector – including the preparation of accounting information used for submitting the Annual Governance and Accountability Return would be desirable.
• PAC is not a registered Charity/CIO but candidates with experience of working in a charity/not for
  profit organisation would be desirable.
• Confidence with VAT returns and experience with TTR would be desirable.
• Confidence in bringing multiple information streams of data together will be required as we have a
  complex mix of income streams and multiple independent systems including: Ticketsolve Box Office
  system, Veezi Bar stock and sales system and Elavon & Windcave card processing agreements.
  Familiarity with these systems or experience of working in a similar environment with multiple income streams would be desirable.
  

We will ask for 2 work references to be provided.

A desk will be made available in a shared office so that the Finance Administrator has instant access to all invoices/files and staff will be on hand to answer questions to ensure collaborative working rather than working remotely.

A laptop will be provided.

Mandatory Fire Safety Training will be required annually.

A willingness to represent PAC at events and meetings will be required.

For more information or to apply, contact angela.stone@pocklingtonartscentre.co.uk