AGE CYMRU CEREDIGION

JOB DESCRIPTION

BYW ADREF (HOME CLEANING) ACCOUNTS ADMINISTRATOR

Job Title: Byw Adref (Home Cleaning) Accounts Administrator

Location: Cardigan

Salary: £9467k per annum for 3 days per week

Hours: Days tbc,8.30am-4.00pm with half hour for lunch, 21hrs per week

Contract: permanent

Purpose

To support the Age Cymru Ceredigion Byw Adref service by providing accounts administration and other administrative duties as required within the project. Answerable to Home Cleaning Manager.

Main activities

  • Taking & receipting ofpayments to Byw Adref for services provided to clientsvia post (payment by cash or cheque) or in person (cash, Cheque or card) or by phone using the Barclaycard Card Machine for card paymentsonly.
  • Completing yearly of online questionnaire for renewal of the Barclaycard Security Accreditation Certificate for public display on Cardigan and Aberystwyth main office Noticeboards.
  • Entering all payments onto Sage 50 Accounts
  • Completing end of day transaction on card machine & balancing figures.
  • Scanning & emailing daily banking card transactions to Finance.
  • Checking Debtor List and print copy for Manager as required.
  • Adding new clients & daily updating client details on Sage Database.
  • Creating monthly invoices on Sage, print & check invoices, balance invoice & payroll figures & prepare invoices for posting with client receipts.Scanning of worksheets and invoices to go to Payees of clients who request this service.
  • Printing of Statements for clients with outstanding debts. Sending Invoices to Ledgers after checks on all invoices completed.
  • Dealing with clients with invoicing queries.
  • Adding new cleaner details to Byw Adref database on OneDrive and forwarding relevant starter details to Accountants for Payroll purposes.
  • Preparing of new monthly timesheets/travel sheetswith any other required documentation (e.g. contracts for new cleaners),production of visit cards, self-certification forms, labels etc for mailing out with payslipsto cleaners.
  • Collecting & collating timesheets from cleaners (once/monthly) and entering timesheet details onto excel spreadsheet for forwarding to Payroll
  • Responsibility for administering & reconciling Cardigan office Petty Cash.
  • Attend meetings at sites other than the main office base, eg staff meetings
  • To deal with occasional changes in demand for tasks in response to deadlines or a shift in priorities, eg due to another member of staff being absent.
  • Assist with manning office phones and answering same in line with organisational requirements, eg dealing with queries from members of the general public, staff or staff from partner agencies as appropriate. Queries may sometimes be contentious and require action by a relevant member of staff, eg manager/directors
  • To make phone calls to cleaners/clients and other partners to seek information or clarification.
  • Production of invoice payment instruction slips to send to clients.
  • Openingand distribution of mail.
  • Responsibility for stationery ordering, recycling & disposal of shredded paper, the franking machine and franking & posting of letters, the photocopier – reporting faults to hire company and sending readings etc
  • Other office duties as required and while the post requires the post holder to rely on clearly defined rules and procedures and on the advice of more senior staff, good communication skills and the ability to make quick, informed decisions on the best course of action are essential, particularly when more senior staff are not present or immediately unavailable.
  • Post requires working at a keyboard for extended periods of time.
  • To undertake any further reasonable duties as requested by the Byw Adref (Home Cleaning) Team Leader.