Band 7. Other incl Helpdesk AP, AR & Car Leasing Payroll. Band 5. Band 4 This post

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1 JOB DESCRIPTION 1. JOB IDENTIFICATION Job Title: Financial Accountancy Assistant (Financial Accounting) Responsible to: Team Lead Department and Base: Finance Department, Newstead, Melrose Job Holders Reference Number: SS JOB PURPOSE Ensures that financial information is processed in accordance with procedures in order to provide information for statutory returns, internal and external reporting. To provide accounting support to the Financial Accounting Band 5 Payroll, AP and AR team to assist in the provision of financial and charitable accounting services. Responsible for, invoice payment, debtor control, car leasing and petty cash. Supports finance and other staff, investigates financial issues, assists and advises as appropriate, and to work as part of payroll function to provide a comprehensive, efficient payroll service across the organisation. 3. ORGANISATIONAL POSITION Deputy Director of Finance (Financial Accounting) Senior Finance Manager (Financial Accounting) Band 7 Other incl Helpdesk AP, AR & Car Leasing Payroll Band 5 Band 4 This post

2 4. SCOPE AND RANGE The Financial Accounting team is responsible for the processing of staff travel claims, payment of invoices for goods and services, debtors, cash management, car leasing, patients funds, Endowment funds and payroll function which provides pay related service to in excess of 3,500 employees. This job description incorporates more than one role within the Financial Accounting team. 5. MAIN DUTIES/RESPONSIBILITIES Assist in the maintenance and reconciliation of the Board s bank accounts from primary records to bank statements and to the general ledger in accordance with the timetable. To transfer cash among Board bank accounts in order to ensure that accounts have sufficient funding to meet requirements. To produce urgent cheques/make urgent bank transfers as necessary for payments to creditors and staff where payment cannot be processed through the Board s accounts payable system because of the urgency required. Provide assistance with the production of the weekly cash flow forecast for the Board, highlighting any anticipated shortfalls or surpluses to the Senior Accountancy Assistant (Financial Accounting). To verify and prepare petty cash imprest sheets for reimbursement. To ensure that monthly certificates of petty cash balances are received, reconciled and recorded. Ensure that all payroll deductions are paid to the appropriate organisation promptly and correctly. To maintain the debtors database within the efinancials Finance System, ensuring that all sums due to the Board are recorded accurately and timeously and that income due is paid promptly. To record accurately and timeously all income received by NHS Borders from the Scottish Government Health Department, all other NHS organisations and its customers for services provided. To ensure that the Board s car leasing policy is properly applied and that all transactions are properly recorded and tax and national insurance records and Motor Insurance Database maintained. To ensure that all cash, cheques and other valuables received directly into the department are properly recorded and secured within the departmental safe prior to being deposited with the Boards bank. Ensure that information provided to Endowment fund managers and the Endowment fund Trustees is timely and accurate. Ensure that goods and services are correctly ordered and paid promptly. Accurately code invoices for processing. Check additions and check goods received to the order to enable prompt payment of invoices. Keying of invoices into financial system accurately, entering period spread, verify correct VAT codes, if necessary determine if goods are on system and liaising with Supplies Department regarding quantities, prices and returns. Promptly and accurately register all invoices, using knowledge of organisational structure to ascertain correct location for authorisation. When returned check and verify authorisation signatures. Advise Senior Accountancy Assistant (Financial Accounting) of changes to be made to the supplier database within the financial system. Processing of weekly creditors payment run. Reconciliation of supplier statements to financial system and update invoice register. Collate, create, check and maintain monthly list of outstanding orders for Management accounts and budget holders for accrual purposes. Annual leave cover - as part of a rota, receive, open and date stamp all incoming mail. Distribute to correct departments within the organisation. Assist new members of staff and provide cover for team members on leave. Oversee accounts payable team. Check on Trakcare before reimbursement of patients travel expenses. Maintain the Road Traffic Act Database accurately.

3 Responsible for ordering stationery requirements for department, after requests from staff or depleted stock. Departmental Filing. Provide support to managers and/or suppliers on issues/queries on their accounts and invoices to achieve satisfactory query resolution. Communicate and discuss complicated and sensitive financial information with colleagues, bankers and the public e.g. invoice settlements, cash/cheque deposit transactions. Input financial data into the financial ledger, databases and spreadsheets accurately and quickly. Investigate and resolve complex/difficult issues with both internal and external service users. Calculate and process through e-expenses employee monthly travel and subsistence claims as required. Responsible for the total preparation and implementation of weekly and monthly payroll input whilst adhering to strict timelines to ensure accurate and timely payment. Have a general knowledge of payroll related Terms & Conditions, locally agreed policies, NHS Pension Scheme regulations and statutory payroll/employment legislation. Analyse and verify payroll data whilst adhering to the Data Protection Act to provide information to both internal and external service users and to ensure accurate payment. To record, calculate and provide superannuable status for employees in accordance with the current Scottish Public Pensions Scheme regulations. To assist with the provision of the finance department helpdesk on a rota basis. 6. SYSTEMS AND EQUIPMENT Essential user of personal computers and networked systems as part of the core single system finance team. The Board uses Cedar E-Financials software to provide all main financial processes. For payroll related input e-payroll, SSTS and e-expenses are utilised. These systems are used in conjunction with BOXI, which is a sophisticated report writing system which the post holder will use to produce customised reports. The Department also makes frequent use of: Excel Design and format excel spreadsheets for specific purposes. Word Type communications to various suppliers or departments, memos and faxes. - Internally and externally to communicate regarding payment/non-payment of invoices. Queries on deliveries etc. Paper filing systems for Expenses documentation, Invoices, Supplier Maintenance, Returns, Orders, Study Leave forms, Payment BACS runs, Cashier, and Car Leasing papers. The e-payroll is also utilised. The intranet and internet is used to access organisational policies, information, procedures and Scottish Government Circulars etc. Use of office equipment fax, printer, telephone, photocopier, scanner. Trakcare system. Road Traffic Act System. Leasing Company Online Quotation System. Motor Insurance Database. 7. DECISIONS AND JUDGEMENTS The post holder will exercise their initiative and judgement in prioritising their workload whilst ensuring that all tasks are completed within set deadlines. The post holder is guided by NHS Borders policies and procedures but will interpret these in accordance with any particular situation. Advice is available from the Senior Accountant (Financial Accounting).

4 8. COMMUNICATIONS AND RELATIONSHIPS Internal NHS Borders: All members of the finance team. All operational finance staff. Regular contact with service managers to resolve issues with payroll, endowments, debtors, lease cars, etc Regular contact with NHS Borders employees to discuss and resolve pay related queries. Regular contact with the procurement team to resolve issues with outstanding invoices. External: HMRC for all Tax, NI, VAT and CIS issues. SPPA, Department of Work & Pensions, Child Support Agency and other related agencies. All customers including employees of NHS Borders including for example the Local Authority and Private Patients. All external suppliers of goods and services to the Board. Internal and External audit staff and professional advisors, for example VAT advice and debt collection. 9. PHYSICAL DEMANDS OF THE JOB On a regular basis sit at a desk using a keyboard and VDU for long periods of time, inputting financial data into finance systems, spreadsheets and databases. There is a requirement for speed, accuracy and attention to detail that modelling work involves. Prolonged concentration is required when completing highly complicated financial calculations and analysing and reconciling figures. Required to build trust with clinical and non clinical managers and be able to challenge actions and negotiate solutions to sometimes difficult situations. Multi tasking is required, with frequent interruptions from telephone, colleagues and . Often need to reprioritise work and prepare information at very short notice whilst working to strict task driven deadlines. 10. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB Managing conflicting demands and priorities, in particular providing a consistent level of support to a wide range of stakeholders when not all aspects of the work can be easily planned. The communication of financial issues to a wide range of financial and non financial staff. Presentation of financial information in a manner that is easy to comprehend so as to aid the understanding of financial management and good practice. Maintaining and developing wide ranging knowledge of NHS Terms and Conditions, policies, procedures and statutory regulations. Developing and maintaining effective working relationships with managers and clinicians over a range of sites who have competing priorities in order to convey the importance of focusing on achieving financial targets and at the same time strive to be regarded as an integral part of their service delivery team.

5 11. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB Qualifications Part qualified Member of the Association of Accounting Technicians or an HND in a finance related discipline. Experience The candidate should be able to demonstrate proven experience of working within a financial/payroll environment. Skills Demonstrable experience of team working. Demonstrate the ability to deliver to performance and team targets. Demonstrate the ability to maintain high morale within a high pressure environment. Experienced in customer interaction and analytical skills. Understanding of contribution of finance to patient care. Assist with reporting tasks for the wider department should workload allow. Comprehensive knowledge and understanding of Financial Systems and the ability to alternate between the many functions within this environment.

6 TERMS AND CONDITIONS Grade and salary: Hours of work: Annual leave: Public Holidays: Superannuation: Band 4: 19,502 to 22,458 pro rata per annum Permanent 18.5 hours per week 27 days per annum pro rata Details of other types of leave entitlement (such as sick leave) are set out in the Agenda for Change handbooks. 8 days per annum pro rata on dates designated by NHS Borders Details of other types of leave entitlement (such as sick leave) are set out in the Agenda for Change handbook. The post-holder is entitled to join the NHS superannuation pension scheme. If Unsuccessful: If you have NOT heard from us within 4 WEEKS of the closing date, then we regret that your application has not been successful on this occasion. However, we appreciate your interest in working with NHS Borders and your time and effort in completing the application form. We would welcome your application for future posts. Equal Opportunities: In NHS Borders, we believe that all staff should be treated equally in employment. We will not discriminate against any member of staff, or job applicant, on grounds of age, disability, gender reassignment, marriage and civil partnership, pregnancy and maternity, race, religion and belief, sex and sexual orientation. Trade Union membership. Disclosure checks: We carry out criminal record checks on new staff who fall within certain staff groups within NHS Borders, through Disclosure Scotland. We send out Disclosure Forms to all shortlisted candidates for these staff groups, and ask for these to be completed and returned at interview. If a successful-atinterview candidate forgets to bring their completed form to interview, then they will be required to return the form (and proofs of identity) within 7 days, otherwise the provisional job offer will be withdrawn. Unsuccessful candidates forms will be shredded. The Rehabilitation of Offenders Act does not apply to this post. Mandatory Induction Standards for Healthcare Support Workers in Scotland: Your performance must comply with the Mandatory Induction Standards for Healthcare Support Workers in Scotland and with the Code of Conduct for Healthcare Support Workers (in line with CEL 23 (2010)), both subject to amendment from time to time, which are attached. If, despite ongoing support, you fail to adhere to the Standards or to comply with the code, your performance will be managed in line with the NHS Borders Management of Employee Capability Policy and could result in the termination of your employment with NHS Borders. Tobacco policy: We have a Tobacco policy in place. When selecting staff, we do not discriminate against applicants who smoke, but staff must observe our policy on smoking. Hepatitis B: We offer Hepatitis B immunisation through our Occupational Health Service (OHS). If you think you may be at risk of contracting Hepatitis B through your job, you should ask for this immunisation at OHS.

7 If your work involves exposure-prone procedures, you must keep to the document Protecting Health Care Workers and Patients from Hepatitis B, and the NHSiS Management Executive Directive on this issue. You must be immune to Hepatitis B, and if you cannot prove that you are immune, OHS will investigate to find out whether you are Hepatitis B positive or not. Health and Safety at Work: You must look after the health and safety of yourself and anyone else who may be affected by what you do at work. You must also co-operate with us to make sure that we keep to legal and organisational safety regulations. You can get more information from the NHS Borders Health & Safety Adviser. The closing date for completed application forms is: 5pm Friday 10 July 2015