Download Appendix 1 Job Description

1. Job Details
Job Title:
Finance Assistant
Pay Band:
Reports to (Title):
Head of Finance
2. Job Purpose
To support the Head of Finance in providing an effective and efficient financial and accounting service. To be
responsible for maintaining the Purchase and Sales Ledger functions. This role will also provide cover for the
Finance Analyst.
3. Duties
Responsible for the Purchase Ledger function, including but not exclusively:













Manage the distribution of purchase invoices to budget holders, managing the accounts email box
Liaise with budget holders for the timely return and processing of invoices, including obtaining invoices paid
by DD, credit card or standing order.
Support budget holders in approving invoices, dealing with queries in a timely manner (coding,
authorisations, payments etc), ensuring that budget holders are provided with communication on payment
dates.
Pro-active maintenance of the supplier accounts, setting up and closing supplier accounts as required,
working with suppliers to receive invoices in an efficient manner (frequency, delivery etc) ensuring that
suppliers are paid by BACs wherever possible and that email addresses are obtained for remittance
advices
Manage the supplier accounts, analysing aged creditors, investigating and correcting differences and
working with budget holders to ensure accounts on hold are properly monitored and progressed.
Maintain an authorised signatory list in line with the Scheme of Delegation and ensure invoices are
approved in line with both current processes and the delegated authority.
Process invoices and staff / volunteer expenses into the accounting system, ensuring coding and level of
detail is in line with agreed principles
Ensure VAT exemptions are in place where appropriate and manage refunds with suppliers as appropriate;
Organise payment of all invoices and expenses in a timely manner, agreeing timetables to ensure
authorisers will be available, and manage distribution of remittance advices;
Deal with supplier queries and reconciliation of supplier statements;
Maintain documented processes on all aspects on Purchase Ledger function;
Train budget holders on the Purchase Ledger processes that they are required to carry out;
Identify invoices requiring prepayment and set up necessary adjustments;
Responsible for Sales Ledger Function, including but not exclusively:







Pro-active maintenance of the customer accounts, setting up and closing accounts as required, working
with customers to supply invoices in an efficient manner (frequency, delivery etc);
Liaise with staff on requests for Sales invoicing, raising invoices in a timely manner and ensuring accurate
VAT analysis;
Process invoices into the accounting system, ensuring coding and level of detail is in line with agreed
principles
Manage the customer accounts, analysing aged debtors, investigating and correcting differences and
manage credit control.
Deal with customer and staff queries;
Maintain documented processes on all aspects of the Sales Ledger function;
Train staff on the Sales Ledger processes that they are required to carry out;
Miscellaneous:








To manage the credit card facility and ensure the card is used in line with policy
First line responsibility for petty cash imprest system
To take responsibility for specific projects or pieces of work as directed, which may include maintenance of
restricted fund records, investment registers etc
To provide cover for the Finance Analyst
Respond to the wide range of queries received by the Hospice Finance Team dealing with members of the
public as appropriate.
To maintain purchase and sales ledger information and records in an agreed format and in line with the
Hospice’s policy on record retention, ensuring records are archived as appropriate
To continuously seek to maintain and improve own level of skills and undertake learning and development
as appropriate.
Undertake other duties as may be required and which are commensurate with the post and grade for
example attending Hospice meetings
4. Additional Information (Person Specification)
Skills







AAT qualified / qualified by experience
Prior experience of Sage 50 accounting system essential
Good knowledge of Excel and Word
Organised and methodical approach
Good communication and interpersonal skills
Highly numerate and attention to detail
Adaptable and flexible to meet time critical deadlines