JOB DESCRIPTION: Finance Assistant Accounts Payable

JOB DESCRIPTION: Finance Assistant – Accounts Payable

ACCOUNTABLE TO: Finance Manager

OVERALL PURPOSE: To work within the Finance Team to provide an efficient, secure and safe financial service both within Trinity and externally i.e. to donors, creditors and debtors.

The Finance Team provides a financial service to all departments within Trinity. The post holder will be expected to follow and help to develop strict financial procedures that provides for the security of Trinity’s property as well as a safe way of working for staff and volunteers. The Finance Assistant – accounts payable is responsible for keeping a purchase ledger system and carrying out other basic accounting duties.

As part of the Finance Team he/she will be expected to familiarise themselves with all the roles within the team and to train their colleagues in some basic duties.

MAIN DUTIES OF ROLE:

1. To maintain accurate and up to date records for the Purchase Ledger for Trinity Hospice, including:

- To process supplier invoices against authorised purchase orders. Checking invoices are correct and match the purchase order. Investigate discrepancies accordingly.

- Continually monitor the status of all purchase orders and process through the Trinity Hospice financial system to ensure all commitments are recorded.

- Checking monthly Aged Creditors and investigating any queries promptly.

- Carrying out regular Supplier Statements Reconciliations.

- Continually updating and amending suppliers bank and company details as necessary.

2. Responsible for processing weekly orders for NHS Stocks online.

3. Prepare invoices for monthly BACS payment, ensuring relevant documents are present and making sure correct payment is made and on time.

4. Responsible for producing the Weekly Sales reports for Trinity Hospice Trading Ltd.

5. To assist in Month End Duties as follows:

- Regular payments ie direct debits and standing orders to be processed through the Trinity Hospice financial system on a monthly basis and before the month end shut down.

- To carry out reconciliations on certain nominal accounts, that are used as offsetting accounts

- To provide monthly Budget meeting analysis as and when required

- To reconcile PayPal account to Ebay sales report and withdraw to bank account

6. To assist in Year End Duties as follows:

- Liasing with suppliers and requesting statements that aren’t already received at year end in order to reconcile and resolve any queries

- Preparing the Casual Staff Holiday Pay accrual

- Preparing the Expenses accrual

- Preparing Back Pay accrual

7. Responsible for preparation and submission of Quarterly VAT Return.

8. Responsible for recording and reconciling the Fixed Asset Register.

9. Ensure relevant VAT certificate is sent to suppliers where necessary in order to comply with VAT exemption rules.

10. Entering information onto the payroll system for additional hours worked and absences

11. Responsible for finance volunteers who assist you in your role.

12. Responsible for compliance with all relevant financial procedures.

13. Responsible for training other members of the team on purchase ledger processes and supplier payments so that cover can be carried out for these duties in case of sickness / holidays.

14. Responsible for the upkeep of the stationery/archive store.

15. Carrying out routine office duties including filing, archiving, photocopying and dealing with telephone enquiries.

General Responsibilities

· To undertake an appraisal and personal development review annually and through self-development, continuously update and improve knowledge and competence.

· To undertake all mandatory training as required by Trinity Palliative Care Services and participate in appropriate in-service training as and when required..

· To take responsibility for being up to date with current policies and procedures and to adhere to these.

· Co-operate fully in the introduction of any new technology and new methods of working as appropriate.

· To be a co-operative and supportive member of the Trinity staff team, ensuring that all members are aware of any issues in the post holder’s workload, which may affect other members of the Trinity team.

· Other appropriate duties as may be determined from time to time to ensure the smooth running of the organisation including cover for sickness and holidays if necessary.

· To promote at all times the Hospice philosophy and uphold the Trinity core values.

Volunteers

The Hospice is fortunate in being supported by a number of volunteers. If a volunteer is assigned to assist you at any time, you will still retain responsibility for the requirements of this job in terms of accuracy, efficiency and standards of completion. You will also ensure good communication and be mindful of your responsibility towards that volunteer in terms of Health and Safety.

Confidentiality

Be aware of the confidential nature of the Hospice environment and your role. Any matters of a confidential nature, relating to patients, carers, relatives, staff or volunteers must not be divulged to any unauthorised person.

Data Protection

Be aware of the requirements of the Data Protection Act and follow local codes of practice to ensure appropriate action is taken to safeguard confidential information.

This job description is not exhaustive and is subject to review in conjunction with the post holder and according to future changes/developments in the service.