Finance and Operations Assistant


6 August 2019


Dear Candidate


Finance and Operations Assistant (Full Time, 35 hours, 5 days). Pay Band: £17,000 - £19,000 pro rata


Thank you for your interest in making an application for the above post.


How to apply

Apply online at our website. To apply for the post please attach a CV and a letter of application. Your letter should explain why you’re a suitable candidate for the post and how your skills and experience align with those detailed in the Person Specification. 


Critical dates

Deadline for applications: by 12 noon, Wednesday 11 September 2019

Candidates notified of interview: by Friday 13 September 2019

Interviews: Friday 20 September 2019


Please note it is our policy to recruit at the lower level of the pay band.


Applicants who wish to discuss the post and interview process are encouraged to do so prior to making an application. Please contact Suzi Englebright, Senior Manager (Finance and Administration) at or on 0191 204 8850.


Best wishes


Claire Malcolm

Chief Executive





About the post

The Finance and Operations Assistant plays an important role in coordinating New Writing North’s Finance and Administration functions, also supporting the marketing and digital team. As the first point of contact, the post holder provides the entry point to New Writing North for members of the public, stakeholders and visitors to the organisation.


The remit of the post is wide ranging, and the post holder will have opportunities to work across programme, events, festivals and awards supporting the team during busy periods.


New Writing North’s mission is: 

To empower people from across society in the North to become writers and to support their work so that it finds local, regional, national and international audiences, and to support readers to become more adventurous by providing access to literature of the highest quality to enrich their lives.


We work with new writers, seek out talent and promote more adventurous reading across the North of England. We specialise in the development of writing talent and act as a dynamic broker between writers, audiences, readers and producers across the creative industries.


We engage people in expanding and deepening their reading through live literary experiences, strategic partnerships and via digital content that connects and informs.


Our commitment to raising the aspirations and developing the creativity of young people and communities is realised through year-round provision of creative writing activities and progression routes through our work. We are committed to engaging new audiences and to ensuring that our work is reflective of the communities in which we operate.


Our vision is:

That people from across society are able to fulfil their creative ambitions and potential and that work emanating from and reflecting the North is enjoyed regionally, nationally and internationally.


We want to support writers in the North to develop their creative work and support them to engage with publishers, broadcasters and producers so that they can make a contribution to UK writing culture.



Our company values are:

=      We are artistically and creatively ambitious, we make things happen and are not afraid to step into the unknown

=      Partnerships are at the heart of our work and allow us to work at scale

=      We take calculated risks in order to break new ground

=      We’re adaptable, innovative and entrepreneurial and respond to new ideas and opportunities with an open mind

=      We evaluate the impact of our work to make us stronger and resilient.


Alongside the Job Description for the post our websites will give you a good up to date overview of the range of our work and our creative priorities as a company:      





Salary: £17,000 - £19,000 pro rata. Please note it’s our policy to recruit at the lower level of the pay band.


Hours of work: This post is for 5 days or 35 hours per week. We operate a lieu time system for occasions when weekend or additional hours are necessary to fulfil the remit of the role e.g. supporting with conferences, events and festivals.


Annual leave: The annual leave entitlement for this post is 25 days pro-rata, plus public holidays.


Pension: New Writing North operates a company pension scheme and makes a contribution equivalent of 3% of gross earnings. Employees make a contribution equivalent to 5% of gross earnings.



New Writing North – Job Description


Job Information


Job Title


Finance & Operations Assistant



New Writing North offices - Ellison Terrace, Newcastle upon Tyne



Position in Organisation


Reports to

Senior Manager (Finance & Administration)

Responsible for

No other staff

Budget accountability



Overall purpose of the job


The Finance & Operations Assistant supports the work of the company by assisting with financial tasks, providing administrative support and undertaking reception duties. The post-holder will assist with bookkeeping, day-to-day financial coordination, administration, marketing and digital support and is the first point of contact for visitors and callers. The Finance and Operations Assistant will also work across the company when necessary assisting with projects and events.



Responsibilities and Duties



% time

1.    Finance and accounting

2.    Administrative support

3.    Reception and meeting duties

4.    Marketing and digital support




Duties required for each Responsibility

Responsibility #1 – Finance and accounting

=      Carry out all day-to-day financial tasks using Sage 50 Accounts software to record income and expenditure, banking, petty cash management and credit control. Setting up new ledger codes, departments, supplier/customer records. Reconcile general ledger and bank accounts. Raise sales invoices and chase up debtors. Ensure all invoices are paid in accordance with suppliers’ terms and conditions of payment

=      Assist the Senior Manager (Finance & Administration) with quarterly VAT return administration

=      Produce profit & loss reports on individual projects for Programme Managers as required

=      Assist the Senior Manager (Finance & Administration) with the preparation of management information including finance reports, budgets, grant claims and management accounts for the Executive Team and the Board of Trustees

=      Assist the Senior Manager (Finance & Administration) with the preparation of year-end accounts and assist with the administration of the annual independent examination/audit process

=      Assist Programme Managers with the preparation of funding applications and interim/final reports for funders.


Responsibility #2 – Administrative support

=      First point of contact to visitors and callers

=      Assist the Senior Manager (Finance & Administration) with the delivery of quarterly Board meetings and events

=      Maintenance of stationery stock and ordering system

=      Support the Executive Team with diary, travel and administrative duties

=      Provide administrative support to other managers across the organisation when needed, including but not limited to duties such as assisting with mail outs, book prize administration, photocopying, filing and booking travel and accommodation

=      Provide support at festivals and events as required – including box office administration and book sales.


Responsibility #3 – Reception and meeting duties

=      Reception duties, answering and fielding calls and collecting people from reception

=      Coordinating meetings including room and refreshment bookings

=      Management of the shared meeting room bookings calendar.


Responsibility #4 – Marketing, data and digital support

=      Collecting and recording data to report to stakeholders

=      Support the implementation of NWN’s customer database to ensure data is collected and managed in accordance with NWN’s GDPR standards

=      Supporting with archiving digital materials to ensure compliance with NWN’s GDPR policy

=      Supporting the management of company email accounts, queries and troubleshooting.



Person Specification


Knowledge, experience and skills required to do job


Essential (required)

Desirable (optional)

How we’ll assess



Accountancy qualification (AAT) or equivalent accountancy experience, qualifications or training.



Experience of working within administration and/or finance in the charitable/arts/
voluntary sector or transferable skills and experience.


Experience of handling a wide range of phone enquiries and dealing with them effectively in a calm and confident manner.

Experience of using an accounting software package (preferably Sage) and Excel.


Experience of preparing and submitting VAT returns.


Experience or knowledge of VAT exemptions e.g. cultural, educational, charitable.



Letter of application

Skills or knowledge

Meticulous with figures.


Competent using Microsoft Office and digital platforms.


Efficient and effective communication skills, written, by telephone and in person.


The ability to work independently and manage competing workloads in a calm and confident manner.


Flexibility and the ability to find solutions when working with different people/projects.


Strong organisational skills.


A confident approach to problem solving.

Advanced Excel skills e.g. proficiency using pivot tables, filters and other functions.


An interest in gaining an accountancy qualification.



Letter of application




Other factors

An enthusiasm for working in the cultural sector.

Knowledge of the North of England.

Letter of application