Job Description. Finance Administrator (Job Share)

Transcription

1 Job Description Job Title Finance Administrator (Job Share) School/Department Finance, Estates and CPU Job Holder Vacant Responsible to Deputy Director of Finance Date July Job Purpose You will be responsible for the administration and control of all Conservatoire cash books and for the operation of the Hardship Funds, Appeal and Trust activities and payments ensuring that they are accurately paid and recorded in accordance with Conservatoire procedures and regulations. This will be on a job share basis. 2. Duties and Responsibilities You will be required to: Deal with all payments required for cashbook payment across the Conservatoire, accurately recording and processing all expenditure through the systems ensuring adequate support documentation in accordance with Conservatoire procedures. Code / receipt cashbook income Coordinate, organise and maintain cashbooks records for the Main Conservatoire a/c, RCS Trust, RCS Endowment Trust, RSAMD Endowment Trust, Trust Fund Consolidated, RCS Appeal/Capital campaign including bank reconciliations for all bank accounts. Prepare the annual Hardship Fund Accounts for auditing and submission to the Student Awards Agency for Scotland (SAAS) Administer the RCS, RCS Trust and RSAMD Endowment Trust Investment Portfolios. Provide guidance and assistance to the Fundraising Department in its administration of all Conservatoire and RCS Trust Gift Aid receipts cycle from initial receipt through to the tax claim for the HMRC. Provide administrative and systems support with the Conservatoire s purchase order systems Prepare Tax claims for the Conservatoire, RCS Trust, RCS Endowment Trust and RSAMD Endowment Trust for submission to the HMRC. Administer the Conservatoire Scholarship & prize awards, including maintaining detailed records and ensuring payments are made in accordance with Conservatoire Procedures 1

2 Produce Quarterly financial statements for RCS Trust and RCS/RSAMD Endowment Trust Open, date and distribute the mail, in conjunction with another member of staff Provide cover during periods of absence Participate as necessary in software systems changes and development Maintain and update knowledge of the financial environment through continuing professional development To participate in the Conservatoire s Goals Setting and Career Review process To undertake any other appropriate duties as identified by the Deputy Director of Finance 3. Scope of the Job Financial: No responsibility for budgets. Yearly payments processed amount to approximately 1500 cashbook, 300 Scholarship awards with a wide range in respect of number or monies awarded. Each Award can vary in complexity ranging from the number of awarding bodies to the number of payments to particular individuals, 250 Prize payments, 100 Hardship fund payments. Staff: No direct reports Others: Not applicable 4. Context Operating Environment: You will be required to liaise daily with staff and students, face to face and on the phone, seeking documentation, authorisations etc regarding payments, in order to meet deadlines and answering queries/complaints relating to these payments. The post-holder will also be required to deal with any banking queries e.g. unpaid cheques, and any other problems as and when they arise. Framework and Boundaries: You will be required to work within the Conservatoire Strategic Plan, the Conservatoire Policies and Procedures, the Academic Regulations and Quality Assurances processes required by the Conservatoire. Key policies and procedures are: - Health and Safety 2

3 The Data Protection Act Committee structures and Trusts Conservatoire Rules and Regulations Account procedures Management and Statutory deadlines that must be met Internal Monitoring and External Audit requirements Organisation: Please see the attached organisation structure charts appended. 5. Relationships Line Manager: - Deputy Director of Finance This post requires you to work without direct supervision on a day-to-day basis with regular formal and informal contact with the Deputy Director of Finance for operational support and guidance when required. Staff Management: None Other Contacts: a) Within the Conservatoire: The post requires recurring liaison with the administrative staff in all other departments within the Conservatoire, and frequent contact with students who have gained scholarship/prizes/hardship funds etc. You will be required to regularly communicate with the job share partner. b) Outside the Conservatoire: The post requires liaison with the Conservatoire s banks and stockbrokers. 6. Knowledge and Experience Qualifications: Desirable An accounting qualification would be desirable Experience: Essential Experience of working in a Finance Office Experience of accounting software packages, the Conservatoire uses Microsoft Dynamic Navision. Experienced in computerised accounting. Experienced in manual paper bank reconciliations. 3

4 Skills, Knowledge and Understanding: Essential Bookkeeping skills manual and computerised Good numerical skills with attention to accuracy and details Ability to handle complex and intricate payment environments Ability to accept responsibility and make decisions Ability to use own initiative Ability to prioritise work and work to deadlines Ability to deal with a wide variety of people operating at different levels within the Conservatoire Organisational Ability Ability to liaise with people at all levels within the internal and external environments Desirable High level of accounting skills 7. Complexity The Awards process within the Conservatoire is complex. Each award differs in value and payment method for each individual and can also involve a variety of awarding bodies, trusts etc. The post-holder must process each individual and very specific award and payment within the overall procedures however each payment and award is unique, requires specific processing and can be subject to changes during the year. Completing computerised bank reconciliations and reconciling income payments good concentration required. Ensuring staff members are aware of financial procedures and timescales and encouraging these deadlines to be met. This post is a specialist role requiring an understanding and in-depth knowledge of the systems, procedures and various payment practices in the Conservatoire as well as the processes and methods in order to ensure that payments are made correctly. 8. Additional Information This is a key role within the Conservatoire particularly because of the financial interface with the students and the important part played in the administration and maintenance of the wide range of key financial records. 4

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