Business & Governance. Finance Systems Accountant

Transcription

1 JOB DESCRIPTION Job Title Assistant Corporate and Systems Accountant Department Finance Division Business & Governance Reports to Finance Systems Accountant Salary Range 28,963-32,774 With over 600 staff, two million visitors a year and major attractions at five sites (Imperial War Museum London, The Churchill War Rooms and HMS Belfast in London; IWM Duxford and IWM North in Manchester) the Imperial War Museums pride themselves on their reputation as forward-thinking museums. The Finance Department is responsible for the income and expenditure of IWM and its branches. The department s role includes maintaining appropriate records, which form the basis of the formal and informal management and statutory accounts; controlling, monitoring and reporting on income and expenditure; and collecting receipts promptly and paying suppliers within the agreed timescales. The post of Assistant Finance Systems and Corporate Accountant supports the Corporate Accounts function of the museum with the day to day maintenance and administration of the Finance s systems used by the museum. The museum uses the accounts package PS Financials, and the Procurement and Budget Management System, Soprano. The role is primarily based in London, but there may be requirement, from time to time, to travel to other branches. Principal Accountabilities System Administration PS Financials Management Assisting in the effective set up and management of users; Ensuring that the creation of new nominal and ledger codes follow the agreed system and are effectively controlled to ensure efficient usage; Maintaining the Nominal and Account indices; Importing bank data into PSF and reconciling on a daily basis; Liaison with PSF where necessary. Soprano/PSF The management and control of the Soprano exports to PSF, ensuring that all invoice exports work as designed, journal imports are running on schedule and data between the two systems is kept up to date; To ensure that the reconciliation of Soprano to PSF and accuracy of budget management data is correct. Soprano Management Assisting in the set-up and management of users; Administration of budget holder approval limits to include collation of the annual approvals process, and keeping the record up to date throughout the year;

2 Assisting with year-end processes including periodic generation and distribution of open order reports and dealing with resulting queries; Providing training of user, assistance and advice to users; Liaison with Soprano Software developers, Monetic where necessary. PSF Web Sales Invoicing Updating and management of users; Creating new accounts in the system; Monitoring sales invoices; Ensuring that out of date pending invoices are reviewed and deleted where necessary. Budget Management Make Budget adjustments as and when they are required during each month and adjust budgets accordingly following each quarterly outturn. Monitoring and administration of the Corporate Finance account, including implementation of any Exception Control Bids having budgetary implications. Reporting Generation and distribution of Monthly Management Reports, including monitoring and administration of the returns and feedback, query resolution and transfer requests where necessary; Generation and distribution of the Quarterly Outturn reports. Assist in the preparation of ad-hoc financial reports as necessary. Assist in the preparation of returns of external bodies, including spend analysis, spend transparency and statistical returns to government departments, such as the Cabinet Office, Treasury, DCMS and the Office of National Statistics. Production of timely and accurate data for the Museum Archivist in relation to FOI enquiries. Procedures Assist in the drafting of procedures relevant to the Finance and Financial Control functions and editing of existing procedures where required. Fixed Assets Register Ensure that the Museum s central fixed assets register is maintained and kept up to date. This will include logging of new items, amendments to existing items, the preparation, issue and collection of departmental reports, verification checks, checks to ensure that items are coded to the correct resource type, transfers of expenditure where necessary and the reconciliation of depreciation. Statutory Accounts Maintenance of the Development Trust accounts on PSF; Assisting in the preparation of the annual statutory accounts, including the collation of relevant statistical data, updating of account notes; etc. Liaison with internal and external auditors, including the production of data downloads when requested; Ensuring that the year-end accruals process runs smoothly and information is reported accurately. This involves the preparation, issuing and collection of departmental reports, ensuring that the budget holders understand the accruals process, resolution of queries, collation of data and subsequent input into PSF and Soprano, the testing the validity of the accruals and the monitoring of their fulfilment. Retail Purchase Invoices Checking of Retail and Admissions invoices processed via the EPOS system and importing of data into PSF, on a weekly basis. General Finance Duties Provision of advice and support to both the Finance team and to non-financial staff where necessary; Other ad-hoc tasks as required; 2

3 Health and Safety You will be required to do E-Learning IOSH Working Safely within 2 weeks of appointment. Work closely with Management in providing a professional, effective and efficient service. Have an awareness of IWM Health and Safety procedures and work in such a manner to ensure their own safety and the safety of others including members of the public and report any hazards, dangerous occurrences or dangerous equipment they see, and any accident they are involved in or that they witness. Data Security Staff must be aware of and abide by IWM s information security, data protection and health and safety policies regarding the handling of all sensitive and personal data This job information cannot be all encompassing. It is inevitable over time that the emphasis of the job will change without changing the general character of the job or the level of duties and responsibilities entailed. This information may be periodically reviewed, revised and updated in consultation with the post holder to reflect appropriate changes. Essential criteria 1 Currently studying for a professional accountancy qualification (ACCA, ACA, CIPFA, CIMA) 2 Consistent application and working in a financial management role How this will be assessed Application form Application from and interview 3 Experience of Microsoft office, , the internet. Financial Management 4 Highly numerate, possesses an overall high standard of financial understanding, with an accurate working style, and underpinned by excellent attention to detail skills 5 Demonstrates a sophisticated understanding of financial computer systems and packages in use in the museum Desirable criteria 6 Working knowledge of a large company accounts package (training will be given in the museum s specialised packages). Key competencies 7 Continuous Improvement Ability to take a proactive approach to solving problems as they as arise, on a day to day basis. 8 Results Drive Ability to manage workload and own emotions in the context of competing demands and changing priorities Focused prioritisation skills. A patient and calm manner that copes well under pressure with the variety and volume of workload The ability to think laterally and creatively to overcome obstacles Attendance to important detail, being able to follow through 3

4 to ensure the achievement of positive results 9 Team Working & Collaboration Actively contributes to creating a mutually supportive environment by willing helping others Provides high-quality and timely information for colleagues and customers Excellent collaboration skills with externals agencies as well as internal departments and colleagues Volunteers for work that is not strictly within their remit 10 Customer & Communication Skills Excellent written, face to face and telephone skills Firm, precise and tactful, especially when dealing with difficult issues Ability to flex their style to best suit their audience and subject matter. 11 Promoting Diversity Recognises and values the benefits of diversity amongst staff and customers Application form Terms and Conditions Your normal hours of work will be 41 gross including lunch breaks. This would normally be Monday to Thursday 09:00-17:15 and Friday 09:00-17:00, unless otherwise agreed with your line manager. There is a requirement on occasions to work unsocial hours or at weekends for which leave in lieu will be granted. The successful candidate will be on probation for 6 months. The annual leave allowance is 25 days per annum plus public holidays, rising to 30 days after five year s service. IWM has introduced a total ban on smoking in all its buildings. In the first 13 months of service you are only eligible to Statutory Sick Pay. Salary The salary range for the post is 28,963 to 32,774. Starting salary is normally at the minimum of the range. Salary increases are in line with the IWM s Performance Pay Scheme, which is subject to government pay policy. Benefits The benefits listed below are discretionary and IWM reserves the right to vary or withdraw them at any time. All such benefits apply during the course of your employment only. IWM is a member of the Civil Service Pension Scheme. Civil Service offers a choice of pension, giving you the flexibility to choose the pension that suits you best. An interest free season ticket loan scheme after three months service. 20% discount in IWM s shops. 25% discount in IWM s cafes. Free entry to the majority of Airshows at IWM Duxford. Free entry to most fee charging exhibitions in other National Museums. Continuous professional Training & Development opportunities. 4

5 Enhanced maternity and paternity benefits linked to length of service. Child care vouchers Subject to the society's terms and conditions, IWM staff are entitled to membership of the Benenden Healthcare Society. IWM staff also have access to The Charity for Civil Servants. Ride 2 Work Scheme Selection The candidates who appear from their application to best meet the essential criteria will be invited to interview. It is thus essential that your application form gives a full but concise description of the nature, extent and level of the responsibilities you have held. The short listing criteria are detailed under the personal specification. Please ensure that you address each of the areas that are to be assessed on your application form. Applications by CV only will not be accepted. To Apply For an application form please visit our website Please send completed application forms to recruit@iwm.org.uk Please ensure that you save your completed application form as a Microsoft Word or PDF document. The closing date for receipt of applications is noon on Thursday 17 October We regret that if you have not heard from us within three weeks of the closing date your application, in this instance, has been unsuccessful. IWM is committed to a policy of Equal Opportunities 5