Finance Assistant

SALARY: £24,790-£25,183 PER ANNUM

LOCATION: NEWRY CAMPUS

(There may be a requirement to travel to other campuses)

REPORTS TO: ACCOUNTANT – FINANCIAL SERVICES

JOB PURPOSE

The post-holder will work under the direction and guidance of the Accountant to ensure the provision of an efficient and effective finance service. The post-holder will be required to work effectively with colleagues through a unified team approach to ensure the successful financial management of the College.

KEY RESPONSIBILITIES AND ACCOUNTABILITIES

The post holder will form part of a team of Finance Assistants and will be expected to:

• Assist in the preparation of accurate and timely information as required by the Finance Management Team and the Director of Finance and Planning.

• Update records as and when required.

• Produce reports and relevant documentation for line manager as and when required.

• Generally, respond efficiently, effectively and courteously to enquiries from the public and colleagues.

• Deputising for Senior Finance Assistants as and when required.

The post holder will be assigned to one or more of the main areas listed below, i.e. Accounts Receivable, Accounts Payable, or Procurement, but may be required to rotate these duties or assist a Finance Officer/Manager/Accountant in another area to ensure the effective operation of the Finance Department.

Accounts Receivable

• Maintain College sales ledgers including the reconciliation of the accounts i.e. student and sponsor employers, processing transfers, refunds and credit notes.

• Process receipt batches and prepare lodgements.

• Issue customer statements, reminder letters, liaise with Student Loans Company, College Debt Collection Agency and sponsor employers as and when required as part of the Credit Control function.

Accounts Payable

• Maintain College Purchase Ledgers including the reconciliation of supplier statements, petty cash, processing student refunds and credit notes, travel claims.

• Prepare payment batches and issue authorised cheque payments.

Procurement

• Process purchase requisitions/orders.

• Provide details and guidance on the current College Procurement procedures and Procurement contracts.

• Issue procurement reports and update the Procurement system as required.

GENERAL

• Participate in the enrolment cover rota as appropriate.

• Be required to undertake work outside normal working hours on occasions.

• Provide reports, written and oral, as required.

• Ensure that all documentation and authorisation procedures are adhered to.

CONDITIONS

• Promote the College positively at all times.

• Abide by all College procedures and ensure these are implemented in area of responsibility.

• Within the context of the post, ensure full compliance with College health and safety requirements.

• Within the context of the post, ensure full compliance with College equality requirements.

• Any other duties appropriate to the grade and post, as assigned.

The location of the post will reflect the needs of the College and may be changed subject to the requirements of the College. Duties may change as the College develops, therefore the person appointed will be expected to be flexible in relation to duties performed as required.

It is anticipated that the post-holder will be required to adopt a flexible approach to the duties and responsibilities as outlined in this Job Description.

This is a description of the job as it is at present constituted. It is the practice of the College to periodically examine employees’ job descriptions and to update them to ensure that they relate to the job as then being performed or to incorporate whatever changes are being proposed. This procedure is normally carried out through discussions between the post holder and the line manager. It is the College’s aim to reach agreement to reasonable changes following consultation with the post holder.

Personnel Specification

Applicants must as a minimum, meet all of the essential eligibility criteria listed below.

Eligibility Criteria

Essential

A minimum of Level 3 (or higher) qualification in any subject area.

A pass grade at GCSE Level in English or Essential Skills Level 2 in Literacy or an equivalent qualification.

A pass grade at GCSE Level in Mathematics or Essential Skills Level 2 in Numeracy or NICATS Access Maths Modules or an equivalent qualification.

A minimum of one year’s experience of working in a busy office environment.

Desirable

Experience of working within a finance office setting.

A minimum of one year’s experience using computerised accounting package/s and Microsoft products.

Other Essential Criteria

The role may entail travel between sites, and you are required to demonstrate how you are able to meet this requirement, e.g., whether you hold a full (i.e. not provisional) current driving licence which enables you to drive in Northern Ireland, and a car for official business, or have access to a form of transport which will enable you to meet the requirements of the post.