JOB DESCRIPTION
Finance AssistantGrade / C
Directorate / Planning and Resources
Place of Employment / Yare House, 62-64 Thorpe Road, Norwich
Main Purpose of the Job:
To provide financial processing support to the Head of Finance by maintaining the sub ledgers of the Authority’s financial information system and administering and controlling the authorisation of supplier invoices and processing and recording all Authority non-tolls income.
Key Relationships:
(i) Financial Accountant (Line Manager)
(ii) Works closely with all members of the Finance Team
(iii) Head of Finance and Director of Planning and Resources
(iv) Broads Authority budget holders or staff regarding invoice and payment queries
(v) Customers, Suppliers and Service Suppliers
Main Activities and Responsibilities:
(i) Responsible for the monthly reconciliation of the financial information system sub ledgers e.g. Purchase Ledger and Sales Ledger, producing ageing reports and ensuring old items are dealt with as soon as possible.
(ii) Carry out weekly payment runs consisting of BACS and cheque payments, once reconciliation between the invoice approval system and the financial information system has been completed. Ensuring that all payments over £5,000 are approved by an authorised cheque signatory regardless of payment method.
(iii) Responsible for the payment and reimbursement of petty cash.
(iv) Ensure prompt processing of purchase ledger and sales ledger invoices and matching associated payments and income.
(v) Responsible for reconciling supplier statements, ensuring all invoices have been received and that staff have provided the necessary supporting documents to ensure compliance with Financial Regulations.
(vi) Obtain approval / authorisation of all invoices, grants and other accounts with reference to the authorised signatory list and approved budget holders.
(vii) Assist and answer queries from budget managers and staff with relation to financial activities and processes.
(viii) Work with other Authority staff to ensure completeness of accounting records.
(ix) Responsible for providing and recording the issue of floats and controlled stationery and ensuring that each are accounted for and returned when finished with.
(x) Adhere to the task deadlines as specified on the monthly timetable.
(xi) Assist in the information centre interim stock takes and compliance checks.
(xii) Assist in year-end stock takes at relevant sites.
(xiii) Assist in maintaining an inventory of Broads Authority plant and equipment for use in insurance renewals and the year end statement of accounts.
(xiv) Raise journals for processing into the financial information system, as appropriate.
(xv) Responsible for identifying prepayments and accruals for year end.
(xvi) Responsible for identifying any externally funded invoices, so that original invoices and proof of payment can be retained for grant claims.
(xvii) Assist the Head of Finance and the Financial Accountant in the development and maintenance of the Authority’s financial information systems.
(xviii) Assist the Head of Finance and the Financial Accountant in the maintenance of proper accounting records for the Broads Authority.
(xix) Carry out other duties appropriate to the nature and grade of the post as directed by the Director of Planning and Resources, Head of Finance and / or Financial Accountant.
Person Specification
Education & Qualifications / ▪ A Level or equivalent. / ▪ A suitable bookkeeping or business studies qualification, such as RSA bookkeeping or a BTEC in business studies.
▪ Evidence of at least one year’s experience in a finance role.
Specialist Knowledge & Skills / ▪ Experience and understanding of sub ledger operation, including reconciliations and adjustments. / ▪ Experience of scanning documents and using electronic authorisation
▪ Logical approach to problem solving as complex queries often arise.
▪ A high degree of computer literacy. Experience of using an electronic accounts package. A working knowledge and experience of using IT systems, including excel and word.
Mental Skills / ▪ Ability to accurately input data, and cope with long periods of concentration.
▪ Ability to analyse and interpret complex financial information.
Interpersonal & Communication Skills / ▪ An enthusiastic and adaptable approach to work, and the ability to integrate well as part of a team.
▪ A pleasant, polite manner and good telephone technique.
▪ Developed interpersonal skills in order to work with staff, suppliers and customers.
▪ Good communication skills to communicate with Broads Authority budget holders and staff in general, including the ability to explain financial information in an accessible way and patience to help staff use the financial information system to which they all have access.
Physical Skills / ▪ Ability to use a keyboard with considerable precision and speed, in order to input data for long periods of time.
Initiative & Independence / ▪ Ability to organise and prioritise work according to the needs and demands of the organisation, with the help of the Financial Accountant.
▪ Ability to work to strict weekly and monthly deadlines.
▪ Use of own initiative to manage demands of the financial system sub ledgers.
▪ Ability to ask for assistance when needed.
Physical Demands / ▪ Ability to undertake yearly stock-takes, including light lifting as required.
▪ Sitting in a constrained position at a keyboard for prolonged periods of time.
▪ Limited occasional need for lifting or carrying equipment.
Mental Demands / ▪ Ability to manage lengthy periods of concentrated mental attention.
▪ Ability to manage interruptions, such as telephone calls.
Emotional Demands / ▪ Ability to manage demands from senior officers, suppliers and customers.
▪ Ability to deal with difficult situations to do with upset suppliers.
▪ Ability to deal with occasional difficult situations with regard to questioning lack of supporting documentation or errors in accounting for takings which may highlight indications of fraudulent activities.
Responsibility for People / ▪ Supply of accurate financial information to suppliers, customers and budget holders when requested.
Responsibility for Supervision / ▪ Ability to provide regular guidance to budget holders in the use of financial systems and procedures.
▪ Good teamwork skills required as tasks performed in job role affect others within the department.
Responsibility for Financial Resources / ▪ Responsible for the correct operation of the internal system of invoice authorisation which is relied upon by senior staff to manage budgets.
▪ Responsible for administering petty cash using an imprest system.
▪ Responsible for issuing floats and recording in the financial information system.
▪ Responsible for handling cheques and daily accounting for large sums of money in the form of cash, cheques and invoices.
Responsibility for Physical Resources / ▪ Responsible for issuing pre-numbered stationery such as order books and requisition books.
▪ Accurate processing of large amounts of sensitive information.
▪ Responsible for identifying purchases of new plant and equipment for inclusion in the inventory and fixed asset registers.
▪ Filing and storage of information in an orderly manner to allow for easy referral at a later date.
Working Conditions / ▪ The job involves minimal exposure to disagreeable working conditions. However, long periods of time in front of a VDU may cause eye strain and tense shoulders / neck.
Last updated: March 2015
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