LIBRARIES NI JOB DESCRIPTION

Transcription

1 Job Title: Grade: LIBRARIES NI JOB DESCRIPTION Deputy Finance Manager Assistant Principal Officer Salary: 37,306 to 40,057 (NJC points 42-45) Location: Responsible to: Responsible for: Hours: Job Purpose: Finance Department, Portadown Library Finance Manager Finance, Procurement and Payroll Teams 36 per week MAIN DUTIES AND RESPONSIBILITIES To provide a comprehensive professional management accounting and financial management service in support of the Libraries NI s activities. To supervise the payroll and procurement function; to assist the Finance Manager in the development of appropriate policies, procedures and practices, and ensure that these are implemented as designed; to assist in the implementation of Financial Accounting and Payroll systems for Libraries NI. To manage and maintain effective Finance IT systems and administrative systems, existing and future. 1. Assist in the provision of professional financial management services to LNI, including provision of monthly reports to budget holders, senior managers, monitoring and variance analysis; 2. Assist in the preparation of cash drawdown, cash flows reports and forecasts and provision of reports to all funding bodies within agreed timescales; 3. Take day to day responsibility for the maintenance of the accounting records, using the computerised accounting systems; 4. Take day to day responsibility for accounting and reporting arrangements for projects, including capital projects ensuring the requirements of the funders are met; 5. Provide professional advice and support in the development, implementation and documentation of the new policies, procedures and practices in support of the finance, procurement and payroll systems; 6. In conjunction with the Finance, HR and ICT Managers, assist with work required in relation to the implementation of systems, including participation in testing and training; 7. Assist in the budget setting process, including liaison with budget managers and upload of budgets to system; 8. Assist with the preparation of annual financial statements in accordance with accounting standards and guidelines currently in force; 1

2 9. Manage staff in the Finance, Procurement and Payroll sections, determining and supporting training and development needs, monitoring and evaluating performance and conducting staff appraisals in line with LNI policies; 10. Be responsible for the timely and accurate submission of annual and monthly returns to pension providers, HMRC and other bodies; 11. Assist in the maintenance, upgrade, and implementation of accounting, procurement and payroll IT systems as required; 12. Manage data set-up issues in relation to population of systems, including cleansing and migration of data; 13. Be responsible for the maintenance of the fixed assets register and inventory records and depreciation calculations; 14. Assist in the preparation of economic appraisals to Government, Green Book standards, as required; 15. Contribute to the implementation of change programmes as appropriate; 16. Deputise for Finance Manager as required; 17. Other duties commensurate with the post. This job description is intended to indicate the broad range of responsibilities and requirements of the post. It is neither exhaustive nor prescriptive. Libraries NI reserves the right, in consultation with the post holder, to amend the job description to meet the changing needs of the organisation. 2

3 PERSONNEL SPECIFICATION Applicants must provide evidence that, by the closing date, they meet the following essential criteria: Essential Qualifications: i. Membership of one of the six CCAB bodies (CAI, ICAEW, ICSA, CIPFA, CIMA or ACCA) with a minimum of three years post qualification experience. Experience: ii. iii. iv. A minimum of two years experience of statutory accounts preparation within the last six years and awareness of the accounting issues that arise from the implementation of International Financial Reporting Standards. Demonstrate experience of the preparation of management accounts and reporting to budget holders. A minimum of three years experience of using, manipulating, extracting and presenting data using Microsoft Excel spreadsheets and other Microsoft Office applications in a work environment. v. A minimum of two years experience in leading, managing and supervising staff. vi. Proven ability in the development and implementation of Finance and Accounting policies and procedures. Other Requirements and Constraints: vii. viii. A proven ability to successfully manage complex finance and accounting issues successfully to support finance strategy and business objectives. Applicants must have access to a suitable vehicle (appropriately maintained and insured for Libraries NI business) or other suitable form of transport which will enable the successful candidate to fulfil the requirements of the post to the satisfaction of Libraries NI. The above essential criteria will be used for shortlisting purposes. The shortlisting criteria may be enhanced. NB In addition candidates will be expected to demonstrate the following requirements throughout the assessment process: Knowledge & Skills: Ability to work on own initiative, to lead and manage people and successfully prioritise a range of tasks within required timeframes. High level interpersonal, oral and written communication skills. Ability to work collaboratively with internal and external partners. Positive style of management and ability to create a sense of purpose. Good analytical, research and investigative skills. ICT skills. 3

4 Personal Qualities & Attributes: High level of personal integrity. Decisive and confident. Ability to build good working relationships, persuade and influence others. Ability to solve problems and find solutions. Sensitivity and diplomacy. Self-motivator. Resilient. Commitment to continuous professional development. Desirable Experience: i. Experience of preparing and reporting on budgets in a delegated budget environment. ii. iii. iv. Experience of the operation of payroll systems. Experience in developing/implementing financial accounting systems. Previous public sector experience. v. Public sector procurement experience. The panel reserves the right to enhance the criteria if necessary N.B. It is anticipated that interviews will be held on Thursday 3 May 2018 Guidance Notes for Applicants Libraries NI has provided information for applicants and it is important that applicants refer to these notes when completing their application form. The guidance notes can be downloaded from Libraries NI website If are unable to download a copy, or you have not received a copy of the Guidance Notes for Applicants as part of the application pack, please contact Libraries NI HR department either by LNIHRQueries@librariesni.org.uk or telephone to request a copy. Travelling and Subsistence Travel expenses at rates approved by Libraries NI will be paid in respect of approved journeys necessary as an employee of Libraries NI. Mobility Clause The post will be located in an agreed location, or at any alternative premises as may be reasonably required and may be subject to change following consultation with the post holder. 4

5 Excess Fares If you are in receipt of excess fares, this provision will cease on appointment. Selection Process Shortlisting will be carried out on the basis of the information provided against each specific criterion as presented on the application form. Applications will first be considered against the essential criteria. Where necessary enhanced criteria may be applied. It is essential that applicants provide sufficient details, using examples and dates where appropriate to demonstrate that they meet the essential and desirable criteria. It is not sufficient to simply list duties and responsibilities. Libraries NI will not make assumptions from the title of your post or the nature of the organisation as to the skills and experience gained. If you fail to provide sufficient detail, including the appropriate dates needed to meet the essential criteria, your application will be rejected. It is important that applicants refer to the Guidance Notes for Applicants when completing their application form. Information on the selection process is detailed in Libraries NI Guidance Notes for Applicants. It is important that applicants refer to these notes when completing their application form. If you do not have a copy of the Guidance Notes for Applicants please contact Libraries NI HR department either by LNIHRQueries@librariesni.org.uk or telephone or you can download a copy on Libraries NI website Only shortlisted candidates will be invited to interview. Interview Candidates invited to attend for interview should bring photographic documentation to satisfy the vetting requirements. Further details regarding acceptable documentation will be issued with an invitation to attend for interview. References Applicants must provide details of two persons to whom reference may be made regarding their suitability for appointment. Prior consent of referees should be obtained. The referees must not be members of the selection panel for the post. TERMS AND CONDITIONS This is a permanent appointment. The successful candidate will be employed on NJC terms and conditions of service and membership of the Northern Ireland Local Government Pension Scheme is automatic for persons eligible to join. Further information about pensions is available on the NILGOSC website Where applicable the appointment will be subject to satisfactory completion of all procedural and pre-employment checks. Where applicable the successful candidate will be subject to a probationary period of six months. 5

6 An unpaid meal break of 30 minutes will normally be taken by employees who are contracted to work 4 hours or more per day. HOW TO APPLY An application pack is available on request by LNIHRQueries@librariesni.org.uk or telephone / from Libraries NI, Human Resources Department. Completed applications, containing all the relevant information should be submitted by post or hand delivered to The Equality Officer, Libraries NI, Business Support, Second Floor, Portadown Library, Church Street, Portadown, Co. Armagh, BT62 3LQ to be received NOT LATER than 2:00pm on Thursday 26 April Candidates are reminded that the application form must be fully completed. Incomplete application forms will not be considered. CV s, letters or any other supplementary material will not be accepted in place of, or in addition to, completed application forms. Faxed OR ed OR late applications will not be accepted Additional information received after the closing date will not be considered. It is therefore essential that applicants indicate on their application form how and to what extent their qualifications, skills and experience are relevant to the eligibility criteria outlined. Failure to provide sufficient information in support of an application prior to the closing date will not be considered as grounds for an appeal. Any candidates requiring further information or who are experiencing difficulties completing their application form because of a disability should contact Libraries NI by (LNIHRQueries@librariesni.org.uk) or by telephone ( ). Canvassing will disqualify Posts involving work in locations across Libraries NI are subject to the provisions of the Safeguarding Vulnerable Groups (NI) Order Libraries NI will seek disclosure information for positions as it deems relevant. Libraries NI complies with the AccessNI Code of Practice regarding the handling, use, storage etc. of Disclosure of Information. Applicants requiring further information on this should refer to AccessNI s website Libraries NI has adopted a Smoke Free Workplace Policy. The Closing Date for Applications is Not Later Than 2:00 pm on Thursday 26 April 2018 Faxed or ed Application Forms Will Not Be Accepted Late Applications Received After the Closing Date and Time Will Not Be Accepted LIBRARIES NI IS AN EQUAL OPPORTUNITIES EMPLOYER 6