Finance And Information Systems Officer

Salary (£) Band 5, SCP 26-31, £31,586 to £35,235 per annum, pro rata

JOB PURPOSE

The post holder will be responsible for the implementation of the relevant management information and financial procedures, to ensure the efficient and effective operation of the Training and Apprenticeship programmes in order to maximise funding. This will include assisting with matters pertaining to the integrity, completeness and reporting of data.

MAIN DUTIES AND RESPONSIBILITIES

Management Information System

1. Provide guidance and ensure the effective operation of the Training Organisation management information systems.

2. Ensure standard procedures are adhered to in the use of the management information systems.

3. Maximise the capability of the TAMS and other management information systems.

4. Prepare for both internal and external audits.

5. Liaise with Supplier Services regarding the TAMS system and claims.

Organisation and Administration

1. Ensure that administrative procedures are adhered to in line with Training Organisation policies.

2. Disseminate all correspondence from DfE to ensure that relevant staff are kept up to date with DfE memos and Programme Guidelines.

3. Maintain operational requirements for Training and Apprenticeship programmes.

4. Establish database of information on new entrants to meet DfE requirements.

Maintaining and Reporting Statistics

1. Provide weekly and monthly reports to the Senior Finance & Information Systems Officer to meet specified deadlines.

2. Establish and maintain a database to track participant retention, achievement and progression.

3. Provide statistical data for Training and Apprenticeship programmes to meet the requirements of ETI, DfE, other external agencies and internal users.

4. Prepare relevant information and reports to Heads of Schools regarding Current Listings, Qualifications, Certificate claims and ORF deadlines.

Financial Responsibilities

1. Be responsible for and participate in the preparation and processing of weekly payrolls and deal with queries regarding payments for all participants.

2. Process all relevant documentation regarding payment of participant and employer bonuses.

3. Be responsible for and participate in the preparation and submission of monthly claims for Training and Apprenticeship programmes.

4. Ensure all relevant funding is claimed for Training and Apprenticeship programmes within specified timeframes.

5. Analyse claims and ensure that all received funding reconciles with processed claims and action as necessary.

6. Using an income forecasting model prepare an annual financial projection showing monthly income targets for the various programmes and strands within the Training Organisation.

7. Analyse actual income against budgeted on a monthly basis, identify variances and disseminate this information to appropriate personnel.

8. Maintain financial records and provide financial reports to the Finance Department, Head of Training Programmes and Apprenticeships in order to facilitate the dispersal of TO surplus to schools

9. Prepare and issue monthly invoices and statements to employers and other training providers.

10. Reconcile debtors’ ledger and provide financial reports.

11. Reconcile Petty Cash.

General

1. Train staff in the operation of financial, administrative systems and MIS systems

NOTES

1. This is a description of the job as it is at present constituted. The duties and responsibilities are intended to give a broad indication of the variety of tasks the post holder may be asked to undertake. It should be noted that a job description is not an exhaustive list of activities and staff may be asked to carry out duties commensurate with the grade of the post. The job description may also be amended to take account of changed circumstances, and staff will be consulted when this is necessary. It is the College’s aim to reach agreement to reasonable changes, but if agreement is not possible, the College reserves the right to insist on changes to a job description after consultation with the post holder.

2. In carrying out the duties and responsibilities of the post it is expected that the post holder will do so in accordance with the College Ethos Equal Opportunities Policy and that in doing so the post holder will contribute to the discharge of Section 75 statutory duties and implementation of the College Equality Scheme

3. This is a post which is governed by The Protection of Children and Vulnerable Adults

(Northern Ireland) Order 2003. Before appointing anyone to this post, it is policy to

ask for the relevant check to be carried out by Access NI.

4. The College operates a no smoking policy and all staff are expected to adhere to this.

5. In order to deliver its objectives, the College has developed to the following set of values and all staff expected to work within these;

• Solution focused
• Excellence driven
• Responsive
• Collaborative

6.     All staff at Deputy Head of School Level and above (including staff on NJC Terms & Conditions, band 6 and above) are required to participate in day, evening and holiday cover rotas as required.

7.     All Staff are required to contribute to a healthy and safe working environment and to adhere to all health and safety regulations and College policies.

8.     All staff have a responsibility for ensuring that risks are managed at College, team and individual level. This process will include the assessment and effective control of all acceptable risk situations.

9.     All Budget holders will be responsible for ensuring the delivery of a balanced budget across their area of responsibility, including the delivery of any agreed cost improvement programmes.

10. Staff will be expected to participate in staff training and development activities to update and enhance their own knowledge, skills and professional competence needed to fulfil the role effectively.

11. Please note that a waiting list may be created from this post from which further appointments may be made should the same or a similar post arise within six months of the interview date. Please note such posts may be based at any College Campus.