Finance & Accounts Executive
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Department: Finance & Accounts
Reports To: India Operations & Office Manager / UK Directors
Location / Hours: Vadodara, Gujarat / UK-aligned hours

ROLE SUMMARY

Henley Retail Group is seeking a disciplined Finance & Accounts Executive to maintain accurate financial records and support the day-to-day finance function across multiple UK retail and group companies. The role covers Sage, purchase ledger, invoice checking, supplier reconciliations, bank and cash controls, VAT support, rebates, payroll information and recurring financial schedules.

The postholder must investigate discrepancies and obtain adequate evidence rather than process incomplete or unsupported information. Final tax, accounting and regulated advice remains with the company's accountants and professional advisers.

KEY RESPONSIBILITIES

- Maintain accurate accounting records in Sage and support purchase-ledger, bookkeeping and month-end processes.
- Verify supplier invoices for the correct company, registered address, VAT treatment, authorisation and supporting documentation before payment.
- Reconcile supplier statements, identify missing invoices or credits and resolve aged or disputed balances.
- Review bank, Cashbook, ATM banking, supplier payout, cash-invoice and payment records and investigate unexplained variances.
- Prepare quarterly VAT workings and supporting schedules for Henley Retail Group and other applicable group companies for submission to the external accountant.
- Calculate and monitor supplier rebates, commissions, promotional claims, retros, credits and other commercial income.
- Maintain management-fee, consultancy-charge, intercompany, rent, loan and other recurring financial schedules.
- Review legal completion statements and reconcile them to invoices, payments and agreed property costs where required.
- Prepare payroll information using approved data from HR and stores and liaise with the external payroll provider on queries and amendments.
- Support payment-run preparation, direct-debit and standing-order control, cash-flow information and bank-account administration within delegated authority.
- Prepare month-end, year-end and management-reporting schedules and respond to accountant or Director queries.
- Maintain complete records and audit trails for invoices, approvals, reconciliations, calculations and supporting evidence.
- Identify unusual transactions, overpayments, missed income, unresolved differences and control weaknesses and escalate them with recommendations.
- Improve finance SOPs, reconciliation templates and controls so recurring work is accurate, repeatable and efficient.





KNOWLEDGE, SKILLS & EXPERIENCE

- Relevant experience in accounts, bookkeeping, purchase ledger, supplier reconciliation, VAT support or multi-company finance administration.
- Practical Sage experience is essential, together with strong Excel and financial-reconciliation skills.
- Sound understanding of invoices, VAT evidence, bank and cash controls, supplier statements, payroll inputs and audit trails.
- Excellent accuracy, integrity, organisation and written English; UK finance or multi-site retail experience is highly desirable.
- Ability to investigate discrepancies independently while recognising matters that require accountant or Director approval.

MEASURES OF SUCCESS

- Accurate Sage and purchase-ledger records with clean supporting evidence.
- Timely VAT, payroll, month-end and year-end information.
- Supplier statements and financial discrepancies are resolved promptly.
- Rebates, credits and other income are identified and recovered.
- Reduced risk of overpayments, missed invoices, cash losses and control failures.
- Directors and accountants can rely on the completeness and accuracy of the underlying records.

CANDIDATE STANDARDS & ASSESSMENT

ROLE-SPECIFIC CANDIDATE PROFILE

For this role, the candidate must be methodical, trustworthy and disciplined, refusing to accept figures, invoices, explanations or reconciliations without adequate evidence and taking responsibility for unresolved items until they are properly concluded.

CORE WORKING STANDARDS

Henley Retail Group requires employees who think independently, take ownership of work and manage their own tasks, priorities, follow-ups and deadlines without repeated reminders.

Employees must investigate concerns using evidence, identify risks and missing information, challenge unclear or unsuitable instructions respectfully and return with practical recommendations rather than simply reporting problems. They must communicate early where a deadline, accuracy or completeness is at risk and remain responsible for progressing work that depends on colleagues, suppliers or third parties. Completing a task includes maintaining accurate records, capturing reusable learning and ensuring relevant procedures, supplier information and SOPs remain current, controlled and usable by others.





ARTIFICIAL INTELLIGENCE CAPABILITY - ESSENTIAL REQUIREMENT

Henley Retail Group has used artificial intelligence extensively across its operations for the past two years and now works at an advanced level. AI is embedded in how we research, analyse information, compare options, prepare professional communications, solve unfamiliar problems, improve processes and increase productivity.

Candidates must already be confident and regular users of generative AI tools such as ChatGPT, Microsoft Copilot, Claude or comparable platforms. This is not a role for someone who has not yet adopted AI, uses it only occasionally for basic drafting or intends to learn how to use it after joining. From the outset, the successful candidate must be able to use AI independently and effectively to:

- Conduct research and structured comparisons, analysing information for gaps, inconsistencies, assumptions and risks.
- Draft and improve qualified communications, reports and recommendations.
- Solve unfamiliar problems, develop practical options and apply independent professional judgement.
- Improve efficiency, reduce repetitive work and develop better processes, workflows and reusable methods.
- Provide clear context and instructions, refine prompts and improve initial outputs through iteration.
- Challenge, verify and correct AI-generated information rather than accepting it without checking, remaining accountable for the final work.
- Protect confidential, personal and commercially sensitive information and use only approved tools and methods.
Role-specific AI use includes research, reconciliation support, variance and anomaly analysis, structured comparison, drafting queries and improving finance processes. Every material figure and conclusion must be independently verified against source records.

Candidates must provide clear examples of how they already use AI in professional work and explain how it has improved speed, quality, accuracy, productivity or decision-making. Basic familiarity with AI, occasional use or a willingness to learn after joining will not meet the requirements of the role.

PRE-EMPLOYMENT ASSESSMENT

Shortlisted candidates will complete mandatory practical assessments covering critical thinking, independent problem-solving, task management, follow-through, SOP ownership, evidence-based investigation, constructive challenge, reliable delivery, professional communication, personal accountability and responsible AI use. A role-specific work sample may also be required. Appointment will be subject to meeting Henley Retail Group's required assessment standard.

📌 Senior Finance & Accounts Specialist UK Retail (Vadodara)
🏢 Henley Retail Group
📍 Vadodara