AAT Finance Administrator Apprentice

Description

As an Apprentice Financial Administrator, you will support the smooth and efficient running of Square 4’s finance function. You’ll gain hands-on experience in accounts payable, accounts receivable, reconciliations, expense management, and financial reporting, while building the foundations of a career in financial administration. Square 4 delivers Interim Solutions, Managed Services, Advisory, and Technology to leading Financial Services firms in the UK. The finance function plays an essential role in supporting these services by ensuring accurate client billing, smooth supplier payments, and reliable management information. You will also contribute to maintaining our ISO 9001 and ISO 27001 standards by keeping financial records accurate, consistent, and audit-ready. This is a developmental role. You will start by mastering core administration tasks and, as your skills and confidence grow, you will gradually take on more responsibility including supporting management reporting, assisting with year-end processes, and contributing to process improvements. Key Responsibilities;

Accounts Payable (AP)

• Enter supplier invoices into Xero, including multi-line invoices with correct GL coding.
• Upload supplier invoices from the finance inbox into Xero.
• Match and reconcile transactions in Xero daily.
• Process supplier invoices: check coding, VAT treatment, and approval route.
• Support weekly supplier payment run preparation.
• Track supplier due dates and flag items before deadlines

Accounts Receivable (AR)

• Generate draft invoices in ProjectWorks using project data.
• Cross-check draft invoices against trackers before sending to clients.
• Upload approved invoices into Xero and issue to clients.
• Maintain AR log (sent, paid, overdue).
• Send first-stage polite credit control reminders for overdue invoices
  

Expenses & Reconciliations

• Maintain expense records (Pleo submissions, out-of-pocket claims, Barclaycard until phased out).
• Check Pleo submissions (receipts attached, categories correct).
• Assist with bank reconciliations in Xero.
• Support preparation of AP/AR ageing schedules and expense reports
  

• Prepare supporting schedules for management accounts.
• Help check transactions ahead of year-end (e.g., P&L tidy-up, accruals, bonus accruals).
• Support ad-hoc reporting and process improvement projects.

Records & Process Management.

• Keep supplier and client records updated in Xero and ProjectWorks.
• Maintain finance filing system with consistent naming for audit readiness.
• Draft simple finance process guides (e.g., “How to submit Pleo expenses”) under supervision.
• Support ad-hoc finance projects (system rollouts, reporting improvements).