AccountsAssistant

Finance Department

Permanent Position

37 Hours per Week

Candidate Information Pack

January 2018

Closing Date: Application Forms must be received by 12 noon on Monday

12thFebruary2018.

Appointment of Accounts Assistant – Finance Department

INFORMATION PACK CONTENTS

Section 1 - The Recruitment and Selection Process

Section 2 - Job Description and Personnel Specification

Section 3 - Summary of Terms and Conditions

Section 4 - Employment Policies

Section 1 -The Recruitment and Selection Process

How to Apply

  1. If you wish to apply for this post you should examine the Job Description and Personnel Specification carefully to assess whether you meet the essential and or desirable criteria for the post and then complete the Application Formin FULL.
  2. Incomplete applications will not be considered. CVs will also not be considered in place of an application form.
  3. Please note the closing date as late applications will not be accepted.
  4. Completed application forms should be returned by email to or returned by post to South Ulster Housing Association, 18-22 Carleton Street, Portadown, Armagh, BT62 3EN.

Conflicts of Interest

If a prospective candidate has any actual or potential conflict of interest with the activities of South Ulster, this should be declared clearly in the application. Any indirect association of this kind through any family member or partnership must also be disclosed.

Closing date

Applications should be received by 12.00 noon on Monday12th February2018. Late applications will not be considered.

Shortlisting

Only those candidates who clearly demonstrate that they possess the specified criteria in the relevant section of the Application Form will be shortlisted for interview. We reserve the right to enhance criteria in order to facilitate the short listing process. It is therefore essential for your Application Form to give full concise information and evidence relevant to the position. Applications Forms may be supplemented by continuation sheets as necessary. Those who have not been shortlisted will be notified.

Interviews

Shortlisted candidates will be required to attend for interview. The panel will assess all relevant knowledge, skills, ability and personal attributes outlined in the Person Specification at interview. When the interview date has been offered, those invited should make every effort to attend on the specified time and date. Given the difficulties in arranging interview panels, flexibility may not be possible.

Candidates with a disability who require assistance will be facilitated upon request. Please advise Sharon Garrity, Chief Executive’sAssistant on 028 38339795 at your earliest convenience if there are any special arrangements that you require on the day of interview.

Section 2 - Job Description

Post Title: AccountsAssistant / Department: Finance
Responsible to: Head of Finance
Job Purpose:
To provide administrative support to the Finance Department in order to ensure the effective and efficient operation of the department.
Major Duties and Responsibilities:
Main duties are to ensure efficient and accurate processing of invoices and to ensure that contractors and suppliers are paid promptly.
Job Activities
  1. To receive and log invoices into the Association,
  2. To manage the process of sending invoices for authorization,
  3. To check, match, code and process invoices,
  4. To ensure timely and accurate processing and payment of invoices,
  5. Preparation of accounts for payment,
  6. Proactively manage the process of disputed charges and supplier queries,and any other queries efficiently,
  7. To select repair invoices for internal and external testing,
  8. To raise invoices in respect of recoverable costs,
  9. Handling of cash payments from tenants and updating records,
  10. Daily cash and bank transaction administration,
  11. To provide support and cover as required to ensure the smooth operation of the Finance Department,
  12. Maintain and update financial records as appropriate,
  13. Comply with procurement guidelines.
Other Duties
  1. To assist with telephone and reception duties
  2. To receive repair order requests and issue as necessary
  3. To liaise with tenants and contractors to ensure timely completion of repairs
  4. To provide support to smooth running of the Association in meeting its responsibilities and targets
  5. To build effective relationships with stakeholders both internally and externally
  6. To maintain and update customers’ records accurately and in accordance with Data Protection and confidentiality requirements
  7. To undertake any other tasks and duties within the scope and grade of the post
General Principles
  1. The post holder shall, at all times comply with the Association’s policies and procedures as defined in the Employee Handbook.
  2. All employees have a personal responsibility to promote and to support measures designed to create a working environment that is free from harassment or discrimination on the grounds of race; national, ethnic or cultural origin; nationality; religious belief or lack of religion or belief; political opinion, gender; gender reassignment status; sexual orientation; being married or a civil partner; pregnancy or maternity leave; disability; age or membership or non-membership of the travelling community.
The above is given as a broad range of duties and responsibilities and is not intended as a complete description of all tasks. The Association reserves the right to update or amend the Job Description from time to time, as required to reflect the changing needs of the service in consultation with the post holder.

Person Specification

Category / Essential / Desirable
Education
Experience
Knowledge
Skills /
  • At least 5 GCSE passes (including Maths and English) at Grade C or above; or equivalent
  • Minimum of 3 years’ previous relevant experience in an accounts payable position or similar post
  • Working knowledge of general office systems, practices and procedures
  • Working knowledge of the MS Office suite of computer applications in particular Word and Excel
  • Effective time management and organisational skills
  • Effective interpersonal skills with the ability to communicate to a wide range of stakeholders
  • Ability to plan and consistently meet deadlines consistently
  • Ability to challenge in a constructive manner
  • Results focused and can demonstrate an innovative approach to problem solving
  • Ability to work effectively with a minimum of supervision and as part of a team
  • Ability to work on own initiative
/
  • Additional finance related qualification ortrainingsuch as Accounting Technician
  • Experience working in the social housing or building and construction sector
  • Working knowledgeor experience of a variety of different accounting packages

Canvassing will automatically result in disqualification

Section 3 - Summary of Terms & Conditions of Service

Salary Scale: / £16,123-£18,746per annum
Points 12-19
Hours of Work: / 37 hours per week, Monday to Friday
Post Status: / Permanent, Full time
Leave Entitlement: / 21 days per annum
Place of Work: / Offices of South Ulster Housing Association Limited
18-22 Carleton Street
Portadown
BT62 3EN
Notice Period: / 1 Month
Pensions: / South Ulster offer a contributory pension scheme, further details of which will be discussed at job offer stage.
Private Medical Insurance / We offer Private Medical insurance for all staff available after completion of probation, with the option to add family members at preferential rates.
Flexible working / We operate a flexi time scheme allowing for flexible working arrangements outside of core hours.
Probation: / You will be on probation for a period of up to six months.

Section 4 - Employment Policies

The appointment is subject to the following pre-employment checks;

  • Receipt of two satisfactory employment references, one of which must be from your current or most recent employer. Referees will only be sought after an offer of employment has been made and accepted,
  • Evidence of qualifications defined in the Personnel Specification,
  • Satisfactory medical check, you may be required to attend the Association’s Occupational Health provider,
  • Evidence of your eligibility to work in the UK,

As part of the selection process for the vacancy, you will be asked to provide, in confidence, any criminal history information. A criminal conviction or caution will not necessarily prevent an offer of employment.

You are invited to complete and return the Equal Opportunities Monitoring Form to assist us in monitoring our Equalities Policy. The provision of this information is voluntary.

The information provided by you on the Equal Opportunities Monitoring Form will not be made available to the selection panel. Statistical and anonymous reports will be produced for monitoring purposes from the information contained in the document for submission to the Equality Commission on an annual basis.

The information provided by you on the application and any supplementary forms will be used for the purpose of selection, recruitment and any further subsequent employment administration if the application is successful.

Return of Application Forms

It is the responsibility of candidates to follow-up e-mailed application forms by telephone to ensure that they have been received bythe Association.

Candidates with a disability who require assistance will be facilitated upon request. Candidates who wish to receive application forms and information packs in accessible formats are requested to advise the Association of their requirements as soon as possible allowing for the fact that the closing date for receipt remains the same for all applicants as noted above.

South Ulster Housing Association is an Equal Opportunity Employer

JOB ADVERTISEMENT

AccountsAssistant (Finance) – Permanent, full time
Reference: AAF/18

South Ulster Housing Association, a community based Housing Association in Portadown,seeks to recruit an AccountsAssistant to work within the Finance Department. We are looking for an individual to work in our busy and challenging environment who meets the criteria contained within the Candidate Information Pack. This post offers the opportunity for involvement in a range of tasks and would suit someone looking to develop skills and broaden their experience within a successful Finance department.

Candidate Information Pack and Application Form can be downloaded or alternativelyplease request by email quoting reference code AAF/18.

Applications Forms must be received by 12.00 noon on Monday12th February 2018.

South Ulster Housing Association is an Equal Opportunity Employer

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