CMN Finance Coordinator and PA to the CEO

Responsible to: CMN Chief Executive Officer Context: This permanent post will be based at Cornwall Marine Network offices in the Maritime Business Centre, Falmouth. Hours: Part-time; Permanent; 15 to 18 hours per week (negotiable). Consideration may, on occasions, be given to flexibility in attendance times where the needs of the business can still be met. Purpose The key focus of your role within the organisation is CMN Finance Coordinator , to enable the control of the day-to-day finances of CMN, by maintaining accurate financial records, processing daily transactions, managing accounts payable and receivable, and reconciling bank statements. You will work closely with the external accountant, ensuring the business stays compliant with tax regulations and operates with a clear picture of its cash flow. You will monitor the finance email inbox to ensure it is up to date, making checks of the cash flow and payment run spreadsheets authorised by the CEO. You will support financial decision making during the monthly Supplier Payment Review. In addition, there is a requirement for you to provide some basic support to the CMN CEO as CMN P.A. , where you will need to be proactive to manage the CEO diary, booking appointments, giving reminders of forthcoming meetings, and where needed, print meeting papers. Whilst this is only a small amount of time each day, it is a support role that is critical for the CEO being able to perform as company leader, representing the sector at local, regional and national levels. Finance Role Responsibilities Transaction Recording: Accurately log all daily income, expenses, and operational costs into QuickBooks accounting system. Invoicing and Payments: Process sales and purchasing invoices, manage accounts payable (supplier payments), and execute accounts receivable (chasing customer payments). Bank Reconciliation: Match financial records against bank statements to identify any possible discrepancies, errors, or missing transactions. Staff Expenses: Receive staff expanse claims from senior managers and, following CEO approval, process staff expense payments. Supplier Payments: Support the CEO to make monthly supplier payment decisions, then make payments of the authorised invoices. Update the CMN holiday and sickness absence chart: Liaise with senior managers to gain information to make updates. Notify CEO of excessive sickness absence to inform application of Statutory Sick Pay (16 employees). Payroll adjustments: Advise the CEO monthly of any changes based on holiday, sickness, additional worked hours and career promotions. Payroll: Liaise with external Payroll Specialist who runs monthly salary payroll, by sending salary change details, and receive the monthly payroll summary to inform payments to team members and HMRC. Monthly Payments: Process monthly salary and expenses payments to team members, pay sub‑contractors, HMRC and company pension scheme. Tax Preparation: Liaise with the external CMN Accountant for quarterly Vat return calculations and payments. Provide CMN Accountant with clean, organized ledgers for year‑end annual accounts audit. Reporting: Maintain daily cash flow updates. Handle calls from suppliers requiring payments and share any urgency with CEO. New staff members: Set up new members of staff on the QuickBooks and banking system. Support CEO with access to the CMN bank accounts. Providing ad hoc financial information to CMN project managers, to evidence proof of payments for project income claims, whenever requested. Regularly updating the CMN CEO on any relevant project, strategic and operational issues and for authorizing appropriate project and business expenditure. Personal Assistant Responsibilities Coordinating CEO diary and organising meetings and visits for the CEO as requested. Support CEO with making any travel and accommodation arrangements. Scanning, photocopying, and collating documents for the CEO. Processing mileage and expense claims for the CEO. Support the greeting of visitors to CMN in conjunction with the CEO, ensuring a professional and welcoming experience. Role as a Cornwall Marine Network Employee At all times act as an ambassador for CMN, projecting the company ethos and customer service culture to all visitors. Participating in staff development and training activities and proactively identifying personal development needs during quarterly job discussions with your line manager. Working in line with CMN’s Equal Opportunities, Dignity & Diversity, and Health and Safety policies. Ensuring compliance with GDPR and supporting ongoing data protection compliance across the office. Undertaking any other duties as required by the CEO, consistent with the responsibilities of the post. Essential Qualifications and Skills Software Proficiency: Strong familiarity with computerised accounting software (e.g., QuickBooks, Xero, Sage) and Microsoft Excel. Attention to Detail: Meticulous eye for numbers to spot discrepancies and ensure data accuracy. Organisation: Ability to handle multiple administrative tasks and meet monthly or quarterly deadlines. Excellent Communication Skills: Excellent and professional communication skills for liaising with customers, suppliers, external Accountant and Payroll Specialist. Strong moral principles: Able to demonstrate and apply ethical behaviour, discretion and confidentiality. Qualifications: While formal qualifications like AAT (Association of Accounting Technicians) or ICB (Institute of Certified Bookkeepers) are highly desirable, demonstrable experience and practical system knowledge are the primary requirement. Desirable Criteria Understanding and knowledge of skills and training environment. Ability to support quality improvement initiatives. Equal Opportunities Cornwall Marine Network Group of Companies operates under the principles of Equal Opportunity, insisting on and promoting equality of opportunity and access to all, regardless of age, race, colour, ethnic or national origins, gender, marital status, sexual orientation, disability or impairment, income, education, religious beliefs or cultural heritage. This applies in all we do, including our campaigns and employment practices, membership of committees, all stages of recruitment or selection processes, working practices, conditions of work, and allocation of resources. #J-18808-Ljbffr Cornwall Marine Network