Finance Assistant, 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 exciting opportunity for a Finance Assistant to 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, with a variety of financial duties, such as managing sub-consultant invoicing, coordinating staff expense and timesheet reports and monitoring business costs and overheads. The role consists of some general office administration support tasks, as well as 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.

Key Responsibilities & duties include:


  • Client billing, liaising with project managers for invoice approval and sending out to clients
  • Fee forecast spreadsheet updating and maintenance
  • Coordination of sub-consultant invoicing, liaising with clients & project managers internally and reconciliation of costs
  • Approving and posting staff timesheets
  • Monitoring and approving project overhead costs
  • Company credit card transaction imports and maintenance of credit limits
  • Monitoring internal business costs, such as printing, mileage, postage
  • Financial reconciliations for Project Managers
  • Overseeing fee, PO and contract administration
  • Occasional support with aged debtors and credit control
  • Monitoring and reporting on staff utilisation data
  • Legacy accounting system access and occasional extraction of information therefrom
  • Review project WIP balances
  • Regular meetings with PMs to review WIP, costs and billing
  • Process month-end journals in coordination with sub con
  • Any other ad-hoc tasks as directed by the Finance Manager or Finance Director

DELTEK (Our Management Software):

  • Carrying out most of the above tasks, within Deltek
  • Creating, updating and amending supplier, project, contact and client records
  • Producing management reports
  • Setting up rate tables and billing terms
  • Attending Admin & Super User group meetings assist in taking notes and circulating when required
  • Support/cover for Finance Manager in project/staff updates
  • Supporting staff with use of Deltek software
  • Update monthly exchange rates
  • Query resolution and investigation
  • Become a superuser from both an admin and a PM position and provide local training and assistance where needed


  • Project filing maintenance on the server
  • Overseeing Papercut (print monitoring tool) costs and counts
  • Attendance at monthly management meetings in Oxford/London
  • Occasional minute taking in regional management meetings
  • Any other ad-hoc tasks as directed by the Finance Manager or Finance Director

Essential Competencies & Experience required:

  • Ideally, have some accounting qualification (AAT etc) or a desire to studying for a recognised accounting qualification
  • 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
  • Some VAT knowledge required for sales invoicing and processing of purchase invoices
  • Project accounting / WIP Experience

Essential requirements:

  • Carry out duties consistent with all Gillespies' Guidelines, including Health & Safety, Employee handbook and Equal Opportunities Policy & Quality Assurance (QA) procedures
  • Ensure confidentiality with regard to projects, staff and finance

Working Conditions:

  • Primarily based at Gillespies Oxford Office, The Coach House, Bagley Croft, Hinksey Hill, Oxford, OX1 5BS, however, from time to time you may need to visit our other offices
  • 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

Reports to: Finance Manager & Deltek System Administrator

Hours: 9.00 – 17.30 Monday to Friday, 37.5 hours per week, 1 hour for lunch

Contract type: Full-time, permanent contract

Benefits: Pension, Cycle-to-work scheme, Childcare vouchers, Eye care, Employee Assistance Programme, Life Assurance, Long service holiday enhancements, Summer & Christmas socials

Start Date: January 2019

To apply: Please send your CV and covering letter to

No agencies, please. Please note that Gillespies is an equal opportunities employer.