Millbank Estate Management Organisation (MEMO) JOB DESCRIPTION ACCOUNTS OFFICER (part time) REPORTING TO ESTATE DIRECTOR RESPONSIBLE FOR: ADMINISTRATION OF ALL FINANCIAL PROCEDURES Salary: 26k - 36 k (pro rated) negotiable, depending on eperience and qualification 1. FINANCIAL REPORTING 1.1 To maintain the books and other financial records of MEMO. To reconcile the bank statements. Working with the Estate Director, Auditors and MEMO Treasurer on preparing the books and records for audits, and specifically ensure compliance with all finance requirements of the MEMOs Modular Management Agreement ( MMA). 1.2 To prepare monthly management reports to enable the effective financial management of MEMOs resources in an accurate and timely manner. In particular to develop and produce reports that provides clear and relevant management and business planning information. 1.3 To prepare quarterly financial monitoring reports which are concise but analytical and informative enough to advise senior management of the financial position to enable their decision making. 1.4 To regularly review and improve the financial reporting systems of the organisation taking account of technological advances and changing business objectives. 1.5 To produce the first draft of the organisations statutory accounts, complete with properly referenced working papers and level analytical report. 1.6 To ensure that the organisations financial reporting is kept up to date with changes in legislation; regulatory requirements, financial reporting standards, and taking prompt action to effect any changes necessary to achieve compliance. 1.7 To keep records of VAT, prepare VAT claims and liase with Customs and Ecise over VAT matters. 1.8 To monitor and keep records of petty cash. 1.9 To liaise with the bank on matters relating to the account. 1.10 To ensure that bank signatories and administrators of the bank account are managing their set up process and authorisation process accordingly.
1.11 To ensure salaries are calculated and paid, pensions and National Insurance paid and records kept. 1.11 To liaise with Westminster Council and its agents over allowances and any other payments to MEMO at the direction of the Estate Director. 2. RISK MANAGEMENT 2.1 To take an active part in identifying risks, and threats to the organisations, monitoring risks under your responsibility, and taking necessary action to deal with those risks. 3. FINANCIAL REGULATIONS AND RESPONSIBILITIES 4.1 To ensure that the organisation s financial regulations are complied with at all times, taking prompt and decisive action whenever breach is noted. 4.2 To keep the financial regulations under review and, where appropriate, initiate changes to enhance the organisation s control environment. 4. FINANCIAL TRANSACTIONS PROCESSING 4.1 To ensure the prompt and accurate processing of income and ependiture transactions. 4.2 To ensure that the purchases and payments, and credit control systems are kept under regular review, and to recommend and implement improvements. 4.3 To ensure that the organisation s income is promptly collected, accounted for and secured. 4.4 To ensure that supplier s accounts are settled in accordance with agreed terms. 4.5 To ensure the correct and efficient operation of the Nominal Ledger, ensuring that control accounts are reconciled on monthly basis. 5. BUDGET PROCESS 5.1 To prepare the annual budget in conjunction with the Treasurer and Estate Director. 5.2 To arrange the presentation and discussion of budget to the Management Board. 6. ADMINISTRATION 6.1 To oversee the purchase of supplies for the office as necessary, including stationery, refreshments and cleaning materials, keeping with agreed budgets. 6.2 To ensure that all office equipment is kept in good working order, to oversee service contracts as required and establish and keep inventories up-to-date.
7. SERVICE CHARGES ACCOUNTING 7.1 To develop, implement and operate systems for service charge accounting that are accurate and reliable; and to provide timely management and reporting information. 7.2 To ensure service charge accounting arrangements comply with best practice and applicable legislation. 8. OTHER DUTIES 8.1 To assist the Treasurer and the Estate Director in financial duties as required. ESSENTIAL EPERIENCE 3 years eperience of financial management (BTEC/City & Guilds in Business Studies, AAT, Part-qualified accountant or equivalent). 3 years eperience of budget control in ecess of 400,000. 1-years eperience of writing reports for management board. Previous eperience of developing polices and procedures in relation to finance and organisation. Previous eperience of using accounting and spreadsheet packages in the management of a non-commercial organisation. 2 years eperience of managing eternal service contracts.
Person Specification MEMO Finance Officer Short-listing Criterion Key Knowledge Knowledge of financial legislative framework for local government and guidance for operation of housing management trading accounts. Knowledge of Quality Assurance. Knowledge of repairs and building maintenance terminology. Staff motivation and development. Relevant Eperience Collaboration & Teamwork Communicating in writing Communicating Orally Analysing & Evaluating Planning and coordinating Resilience and Professionalism Delivering Results Housing management policy and practice within. Either local authority or housing association environment. Etensive eperience of Sage Line 50 2 years eperience gained in a customer-focused environment Demonstrates commitment to colleagues, team objectives and collaborative working opportunities. Produces clear succinct and well structured written work that creates a positive impact. Conveys messages effectively, creating a positive impact on the audience. Reflects on information, defines the key issues and reaches logical conclusions. Establishes clear targets. Defines plans and coordinates resources in order to meet them. Works to the highest standards, demonstrating resilience to pressure and retains a professional approach. Works hard, takes ownership of own work and consistently meets or eceeds targets.
Managing Diversity Ensures oppressive practices are tackled effectively; promotes positive recognition of differences and encourages mutual respect and merit-based reward and recognition ESSENTIAL SKILLS AND ABILITIES Ability to take financial control of a Tenant Management Organisation. Ecellent interpersonal skills to enable you to communicate effectively with a wide range of audiences. Ecellent oral and written communication skills. Ability to develop systems to ensure the organisation is managed effectively. Ability to set up and monitor procedures to ensure those financial reports are used as an effective management tool. Ability to work on your own initiative to ensure that both timely and accurate reporting systems are in place. Ability to manage a wide range of issues whilst meeting targets and deadlines. KNOWLEDGE & COMMITMENT Knowledge of housing and financial structures of a Tenant Management Organisation. Knowledge and understanding of the construction of statutory accounts for a housing organisation; Knowledge of the legislation in relation to accounting and audit procedures; Commitment to MEMO s equal opportunities policy; Commitment to tenant participation.