WILTSHIRE POLICE
Job Description
Post Title: AccountancyOfficer / Department: Finance & LogisticsPost Number: TBC / Work Location: Headquarters, Devizes
Grade: W6 / Security Vetting: ? Level
Responsible to:Senior Accounting Technician / Date:
Reporting Structure:
AccountancyOfficer
Job Purpose
The Accountancy Department brings together the statutory accounts for the Chief Constable (CC) and Police and Crime Commissioner (PCC) and sets and subsequently monitors the revenue and capital budgets for both entities.The AccountancyOfficerrole contributes to theaccounting and budgeting processes for both the CC and PCC entities; working to the Senior Accounting Technician the role covers diverse areas that will require an overall knowledge of how the organisation works and an ability to prioritise and communicate effectively.
Main Responsibilities
Provide Information and Guidance on Financial and Accounting Matters - Interrogatefinancial systems, research, interpret and provide guidance on tax processes and internal and external financial processes, liaise withsources like HMRC, Home Office, other Government agencies, CIPFA, other Forces, Banks and external organisations and analyseand present theinformation of variable complexitiesin a suitable format, with well judged recommendations foruse by senior management. Utilise expert technical knowledge gained through experience and professional judgements when assessing the information to ensure the quality ofdata being used to guide critical decision makingat Senior Management level. The post holder will also use their specialist knowledge and judgements to prepare procedures and policy for the Accountancy area and will liaise with Auditors and provide information for internal and external audits of Accountancy functions.
Gather, Analyse and Presentcertain information for the Statutory Statement of Accounts–in a suitable formatfor use towards both the CC’s and PCC’s published Statement of Accounts, the Police and Crime Plan and other publications as required. This will involve understandingforce policy and a knowledge of financial regulations/legislations. It will require investigation and reporting ofirregularities, andsummary analysis and recommendations for dealing with these.
Gather, Analyse and Present certain information for the HMIC’s ‘Value for Money’ – using a basic understanding ofCIPFA’s Police Objective Analysis/Service Expenditure Reporting Code of Practice which is used bythe Chief Constable and the Police and Crime Commissioner for planning, benchmarking and to identify areas of potential collaboration or efficiency improvement.The post holder will be expected to develop and improve tools for effective analysis of budget and expenditure across the specialised policing areas.
Completion of Reconciliations and Returns –Provide guidance to the department on VAT treatment and complete the monthly VAT and EU salesreturns to HMRC. Quarterly Capital and Revenue Outturn and Forecast reporting to CIPFA. Completion of regular reconciliations, including Bank Accounts,investments, grants, precepts, suspense accounts, police property act, drugs forfeiture, cadets, payroll adjustment account and illegal alien registration.The post holder will be required to investigate unreconciled items and decide how to resolve them effectively, reporting any concerns to senior management.
Gather, Analyse and Present certain information for Budget Build and Budget Monitoring -Interrogate financial systemsusing a knowledge of organisational requirements to present a suitable analysis of data that can be used towards Budget Build and Budget monitoring for the Force. Prepare and input journals and virements on the Finance system as required.
Responsibility for all Force Banking, Income, Invoicing and Debt chasing processes -
including monthly Bank reconciliations and investigations into unreconciled items. Areas such as NAPFM and Radio Masts need regularmonitoring and reconciliation with any issues being assessed and reported with recommendations for senior management. Administer the seized cash and petty cash accountsin accordance with policy and in support of operational policingrequirements. Administer the card payment facility and reconcile andoversee the use of this facility in areas such as the NAPFM exhibition.Administer the aged debt process including monthly analysis of aged debt, debt chasing through letters, email and phone calls to external organisations and appropriate reporting to senior staff in accordance with policy.
Regular correspondance and communication - with staff at all levels both internal and external to the organisation.In particular you will be required to liaise with external Debtor organisations to resolve any issues or queries that arise, this will require effective communication skills and the ability to deal with disputes.Communications will also be required with internal departments, other Forces, Auditors, Banks, HMRC, the Home Office, other Agencies and Wiltshire Council.
Asset Management and Establishment – Administerthe asset management processes, in line with policy,to include recording of new assets and disposals andplan and complete a yearly audit of assets held throughout the organisation.Maintenance of the organisation’s establishmentdata usingrelevant systems and liaison with the HR department and the Budget Holder (Superintendant)areas.
Dimensions
Financial
The collection and chasing of invoice related income/debt to the value of £7 million per year
Receipt of cash income
VAT claimed 13/14: £4.9m
Investments balance end of 13/14: £26m
Imprest values: £18k
No of Assets on the Asset Management System: 10,455
Maintenance of a cash availability for urgent operational requirements
Journals and Virement adjustments to spend and budgets
Invoices processed
Non-Financial
Completion of reports and returns
Attend meetings in the absence of the Senior Accounting Technician
Establishment and Strength of police and support staff with the preparation of information for Superintendant level.
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Person Specification
Accountancy Officer
Attributes / On Appointment / CriteriaQualifications: / Working towards AAT qualification or qualified by experience working in an accounting role in an organisation of similar size / Essential
Experience: / Previous experience of working in an accounting role
Experience of using computerised accounts packages
Experience of working with numbers / Essential
Essential
Essential
Skills: / Competent in the use of Microsoft Word, Outlook and Excel
Ability to communicate with staff at all levels and external agencies
Ability to build spreadsheets as required including use of formulas
Excellent communication skills in order to build a good working relationship with own team and other departments
Ability to provide and present information for Budget Management purposes
Ability to collate and research information in order to produce management reports regarding performance and where appropriate make recommendations to improve performance
Attention to detail and accuracy skills
Analytical decision making skills
Able to demonstrate flexibility and to work to tight deadlines
Ability to collate and research information
Ability to show initiative and display flexibility and foresight in relation to problem solving and decision making. / Essential
Essential
Essential
Essential
Essential
Essential
Essential
Essential
Essential
Essential
Essential
Knowledge: / Awareness of VAT legislation and its application within Local Authorities
Awareness of HM Revenue & Customs legislation and procedures
Knowledge of financial procedures and practices
General awareness of equality and diversity issues in the working environment
Awareness of workplace health & safety issues
Understanding of confidentiality and Data Protection/Freedom of Information issues / Essential
Essential
Essential
Essential
Desirable
Essential
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Attributes / After TrainingQualifications: / Qualified Accounting Technician (AAT)
Experience: / Experience of the functions undertaken by the Force Finance Department
Skills: / Ability to advise staff on VAT issues
Ability to complete VAT returns
Ability to undertake project work when required
Ability to develop and adapt to changing working practices in order to meet the demands of Wiltshire Police, new legislation or new policies introduced within the Force
Knowledge: / Knowledge of Force financial standards and processes
Knowledge of internal processes and procedures
Understanding of your responsibility under Equal Opportunities and the way in which your role and the organisation may impact on minority and more vulnerable communities within Wiltshire
Greater understanding of relevant health & safety issues within your working environment
Understanding of the impact of the Human Rights Act on the organisation and the role that you undertake
Greater understanding of Data Protection and Freedom of Information issues within your working environment
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Role Profile
AccountancyOfficer
Core Responsibilities / ActivitiesThe role holder should effectively deliver these key requirements:
Behaviour Area / Behaviour
Other Information
AccountancyOfficer
Wiltshire Police provides a 24 hour 7 day a week service therefore applicants should be prepared to be flexible in their approach to working hours.
The post holder should have access to a vehicle or be able to make alternative arrangements to meet the requirements of the post.
Where applicable the post holder will be expected to wear a uniform at all times when on duty.
You will be required to attend all necessary and relevant training courses in respect of your employment to ensure compliance with the policies of the Force.
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