TITLE:Finance and Administration Officer
Fixed contract for 1 year (with the possibility of extension)

RESPONSIBLE TO:Finance and Contracts Manager

PAY SPINE:NJC Points 16 - 25 (£16,969 - £22,212)

MAIN PURPOSE OF JOB:

Reporting to the Finance and Contracts Manager, the Finance and Admin Officer will be responsible for supporting the operation and development of the Council’s Finance and Corporate Services administration functions.

KEY RESPONSIBILITIES:

The duties and responsibilities outlined below are intended as a guide to the main elements of the post. They may be amended by the line manager in consultation with the post-holder.

Finance duties:

  • Responsibility for ordering and processing of goods and services, ensuring that appropriate records, including supporting business cases, are maintained.
  • Responsibility for the processing and maintenance of supplier invoice and payment records and other supporting information to facilitate the monitoring of expenditure and timely provision of financial information.
  • Responsibility for the maintenance of up to date banking information for suppliers, Council members and staff.
  • Responsibility for the prompt payment of invoices in compliance with the Prompt Payments Act
  • Preparation of the monthly Prompt Payments Return.
  • Completion of monthly bank reconciliations ensuring that unmatched transactions are promptly resolved.
  • Completion of monthly supplier reconciliations
  • Completion of monthly income reconciliations to Nominal Ledger and Registration database records
  • Checking of travel and subsistence claims in respect of staff and Council members and ensuring prompt payment of same
  • Assist in the bi-annual audit of and update of the fixed asset register
  • Assistance in and provision of cover for the monthly preparation and processing of Payroll, including month end returns to HMRC, NILGOSC and Employers for Childcare
  • Assist in the preparation of accruals and prepayments of expenses for inclusion in the annual financial accounts

Administration duties:

  • Provide support to the F&CM in respect of:
  • The administration of the pension scheme including the submission of the annual return to NILGOSC
  • Collation of the monthly flexi, leave and sickness records to support payroll processing and absence management processes
  • Completion of monthly Benenden return
  • Responsibility for the ordering, monitoring and maintenance of appropriate stationery stocks
  • Responsibility for ensuring that the weekly system back-ups are performed and deposited with the Council’s bank.
  • Provision of support to the F&CM:
  • To ensure that accommodation and the office environment is maintained to the contracted standard
  • To manage planned preventative maintenance and other remedial works ensuring appropriate records are maintained
  • Assist in the management of Health and Safety issues and records
  • To undertake any other duties as reasonably required by the Finance and Contracts Manager.

General duties:

  • To support and assist, as necessary, in the development of computerisedfinance systems for the purchasing, accounts payable and general ledger processes
  • To comply with the councils IT security policy and any approved procedures arising from it.
  • To comply with all Council’s record management policies, specifically Data Protection and Freedom of Information and any approved procedures arising from them.
  • To comply with the Council’s Equal Opportunities Policy

ESSENTIAL REQUIREMENTS:

  • A levels, BTEC or third level qualification in business related subject(s)
  • Minimum 3 years, relevant and recent experience, working in a similar role in a busy Finance Office environment
  • Good working knowledge of Microsoft Office products (specifically Excel and Word)
  • Minimum of two years relevant experience, gained within the last three years, using Sage Accounts and Sage Payroll or comparable accounts and payroll packages.
  • Knowledge of finance and office administration processes
  • Evidence of ability to work effectively as a member of a team
  • Evidence of ability to use own initiative
  • Evidence of ability to communicate effectively

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