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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