operations administrationbank reconciliationmonth end closepurchase ledgerxero sage
Complete evaluation framework
What to assess and how to score it
Review the evidence signals before interviewing. Then use the anchored descriptions—not instinct alone—to choose the score that best matches each answer.
01
Evaluation factor
Execution and reliability
35% weight
Check volume and accuracy on core ledger work: invoices coded per week, three-way matching, bank and supplier statement reconciliations, BACS payment runs, and month-end close deadlines they hit.
Evidence to listen for
Describes a workload they owned and how they kept it from slipping
Names the tools and systems they ran day to day
Can talk about volume: tickets, inboxes, orders, uptime
Nothing quietly falls through when they are busy
Five-point scoring guide
1
Poor
Cannot describe their own workload; things slip without them noticing.
2
Needs Improvement
Handles routine volume; drops work under pressure.
3
Satisfactory
Reliable on steady-state work; struggles when volume spikes.
4
Very Good
Consistently reliable at real volume with a system for staying on top.
5
Excellent
Names concrete throughput (for example 400 purchase invoices weekly), reconciles to the penny, and closes ledgers before the deadline consistently.
02
Evaluation factor
Improving the process
25% weight
Probe changes they drove: moving paper invoices to Dext or AutoEntry, chasing aged debtors down, building expense templates, or cleaning duplicate supplier records in Sage or Xero.
Evidence to listen for
Has changed a process rather than only following one
Can name what was slow or error-prone and what they did about it
Documents so the improvement survives them
Knows when a process is worth automating and when it is not
Five-point scoring guide
1
Poor
Follows instructions only; no sense that process can change.
2
Needs Improvement
Notices problems but escalates rather than solving.
3
Satisfactory
Makes small improvements; impact is local and undocumented.
4
Very Good
Has redesigned a real process with measurable effect.
5
Excellent
Describes a specific fix with before and after numbers, such as cutting debtor days from 62 to 40 or halving coding errors.
03
Evaluation factor
Judgement and autonomy
25% weight
Assess how they handle exceptions alone: unmatched remittances, VAT treatment on mixed-rate invoices, credit notes, suspected duplicate payments, and knowing when to escalate to the Financial Controller.
Evidence to listen for
Knows what to decide alone and what to escalate
Handles an exception without freezing or improvising recklessly
Protects confidentiality and access appropriately
Asks a clarifying question rather than guessing on something costly
Five-point scoring guide
1
Poor
Either escalates everything or acts recklessly on their own.
2
Needs Improvement
Needs frequent direction; uneasy with exceptions.
3
Satisfactory
Sound judgement on familiar decisions.
4
Very Good
Clear sense of their own authority; handles exceptions well.
5
Excellent
Shows clear thresholds for acting versus escalating, and cites a query they investigated to root cause before touching the ledger.
04
Evaluation factor
Communication
15% weight
Judge how they chase suppliers and internal budget holders for missing POs or approvals, and how they explain a variance or unpaid invoice without creating friction.
Evidence to listen for
Writes clearly enough that people act without a follow-up
Manages expectations before a deadline slips, not after
Handles a frustrated colleague or customer calmly
Works across time zones or async where the role needs it
Five-point scoring guide
1
Poor
Unclear written communication; goes quiet when things slip.
2
Needs Improvement
Communication needs chasing; raises problems late.
3
Satisfactory
Clear enough day to day; proactive updates are inconsistent.
4
Very Good
Clear, proactive, and calm under pressure.
5
Excellent
Gives examples of firm, polite chasing that recovered documents or payment, and explains ledger discrepancies plainly to non-finance colleagues.
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