Job description


  • Entry level
  • No Education
  • Salary to negotiate
  • Oxford


Gillespies is a leading landscape architecture, environmental planning and urban design practice, with offices across the UK. We are a friendly and sociable team and believe that collective enthusiasm, diversity, and passion for design is the root of our long success.

We have an opening for a Finance Assistant, experienced in Credit Control, to join us on a permanent basis. They will join our well-established office in Oxford, with a finance team of 6 staff and 30 technical staff, located in a historic Coach House near Bagley Wood, only 10 minutes cycle ride from the heart of the City.

We are looking for an organised, proactive and personable character to join our Finance team, to support the Finance Manager and Finance Director, by covering the credit control function, along with a variety of other financial duties. The role consists of a high usage of Deltek, our financial management software, experience with this or a similar system is desirable, but not essential, as long as you are keen to learn how to use a new financial system.

We offer a competitive salary, commensurate to experience and a range of staff benefits, including Cycle-to-work scheme, Childcare vouchers, Eye care, Employee Assistance Programme and Life Assurance. Our ‘flexi-hours’ scheme facilitates flexible working arrangements, to allow for a healthy work-life balance. Hours are generally 37.5 per week, although this can be negotiable.

Key Responsibilities & duties include:

Ensure credit control across the practice is carried out in an effective manner with debts collected in a timely manner and debtor days minimised

Allocate income received into all bank accounts against outstanding sales invoices on sales ledger, investigating and taking action where there are differences

Provide monthly updates for circulation to the management team on outstanding debts

Check bank accounts daily and pay any cheques received into a local HSBC branch

Process approved purchase invoices into Deltek accounts system, including coding to correct nominal code, when required

Maintain purchase ledger accounts and ensure balances are checked and reconciled to supplier statements, where possible

Run accounts payable report from Deltek, ensuring all payments are posted up to date, so that proposed payment runs can be generated

Check and post expense claims into Deltek system

Prepare fortnightly proposed payment runs for approved and posted employee personal expense claims

Process approved expenses payment runs through and then allocate in Deltek

Review and post approved timesheets into Deltek

Reconcile and post petty cash balances for regional offices, when required

Deal with any general supplier queries or issues arising from reconciling supplier statements

Work as a team with the administration staff to support all Gillespies’ Offices

Contribute to the development of financial systems, particularly the Deltek system and systems generally within Gillespies

Fulfil any other responsibilities, or complete any ad hoc projects, that may be assigned from time to time by the Line Manager, Finance Director or Gillespies Partners

Completion of monthly bank recs for GBP and currency accounts

Review, calculation and posting of accruals and prepayment journals

Minute taking during meetings and circulation in a timely manner

Essential Competencies & Experience required:

Ideally, have some accounting qualification and/or part qualified

Credit control experience

Strong IT understanding of financial systems

Excellent working knowledge of Microsoft Excel – ideally including pivot tables, V-Lookups, charts, formulae

Good working knowledge of other Microsoft Office applications, such as Outlook & Word

Be self-motivated, prepared to initiate work and operate under minimal supervision

High levels of personal effectiveness, particularly co-ordination, organisation, and the ability to focus on ensuring that timetables/deadlines can be met

Have a flexible, organised and committed approach to work

Have commercial awareness and possess excellent analytical and problem-solving skills

Have enthusiasm, confidence, drive, presence and self-motivation

Be able to establish and develop good working relationships with staff working at all levels within Gillespies

Ability to explain financial issues in a way that is easily understood by non-financial staff

Ability to organise and plan tasks effectively to work under pressure to meet essential deadlines

Be able to operate successfully as part of a small finance team, especially when communicating with members of other teams and offices

Essential requirements:

Carry out duties consistent with all Gillespies Guidelines, including Health & Safety, Disciplinary Process, and Equal Opportunities Policy

Carry out duties consistent with the Gillespies Quality Assurance (QA) procedures

Ensure confidentiality with regard to projects, staff and finance

The nature of finance work is often time-pressured when there are important deadlines to meet and it may be necessary to work extra hours when required

To apply, please email your CV and cover letter/email to, using the subject heading ‘Finance Assistant (Credit Control)’.

Gillespies LLP is an equal opportunities employer. We regret that we are only able to respond to successful applicants.

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