operations administrationaccounts payablemonth end closereconciliationssage xero
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: invoices processed weekly, purchase ledger and bank reconciliations, VAT return prep, month-end close deadlines, and which system they used (Xero, Sage, NetSuite, QuickBooks).
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
Quotes real throughput, closes ledgers to deadline with clean reconciliations, and names the ERP or accounting package they operated daily.
02
Evaluation factor
Improving the process
25% weight
Probe for changes they made: chasing aged debtors faster, automating supplier statement matching, cleaning the chart of accounts, or moving expense claims off spreadsheets.
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 one concrete workflow they rebuilt and the effect, such as debtor days cut or manual keying removed from invoice coding.
03
Evaluation factor
Judgement and autonomy
25% weight
Assess how they handle unmatched payments, duplicate invoices, missing PO approvals, or a supplier threatening to stop supply, and when they 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
Resolves routine discrepancies unaided, applies approval thresholds correctly, and escalates fraud indicators or material variances without delay.
04
Evaluation factor
Communication
15% weight
Test how they chase overdue invoices with clients, explain a coding query to a budget holder, and respond to auditors requesting supporting documentation.
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
Chases payment firmly while keeping the supplier relationship intact, and gives auditors complete, well-referenced backup on first request.
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