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JOB DESCRIPTION

Part funded by ESF

Job Title: / Finance and MonitoringAssistant–ESF, MPT support
Department: / Sustainable Communities (ESF project Jan2018– December 2019)
Grade / 3
Office Location: / Blackburn
(Travel to sites within the Together Group may also be required)
Job Purpose /
  1. To provide a broad range of effective and efficient financial and administration support for the More Positive Together programme – supporting the team in day to day administration and financial management including the preparation of accurate and timely claims and monitoring information
  2. To take a lead in tracking and monitoring customer progress and ensuring that appropriate evidence is collated and stored in line with ESF guidance to meet eligibility criteria and contractual compliance. To ensure relevant in house and external recording systems are kept accurate and up to date.
  3. To provide a central point of contact for referrals into the service, internally and externally.

Reporting To / External Funding Manager
Staff Management Responsibilities / None

Range of Decision Making

/ Decisions will be required for ensuring that the team is supported in delivering a service to the group.

Responsibility for Assets, Materials Etc.

/ Responsible for the safe usage of any materials and equipment in compliance with Health and Safety Legislation.
Responsible for all IT systems and related assets.
Access to computer information and confidential material therefore responsible for the security and management of it under the provisions of the Data Protection Act.
Budgetary Responsibilities / None
Key Contacts /
  • Newground Managers
  • Newground Officers
  • Financial Business Partners
  • Lancashire Sport Partnership ESF team

Essential Duties &
Responsibilities /
  1. Assist the MPT management team in the production of information required for monthly claims

Direct Responsibilities
Finance and Claims Information /
  1. To prepare and maintain project claim files to an auditable standard

  1. To support the setting up and maintenance of internal systems (both manual and computerized) in order to meet contractual compliance)
  2. To maintain financial records and databases to contribute to efficient and accurate reporting

  1. Liaise with the Finance Officer to provide analysis of service charge information as required and within deadlines.
  2. Utilise the finance system effectively and ensure that all processes and procedures are consistent with the group

  1. Ensure transactions are processed accurately and timely onto finance system in order to maintain the integrity of the financial information used for reporting purposes.

Customer and partner support /
  1. To advise and follow financial audit, accountability and monitoring processes, sufficient to satisfy audit requirements and ensure compliance with European requirements
  2. To respond to financial / performance information requests from our funders in a timely and accurate manner
  3. To provide administrative monitoring and claims management for the MPT project – including timely and accurate submissions of claims and monitoring information
  4. To compile financial and management information reports and providing guidance to colleagues
  5. To provide high quality , general administrative support to Managers and Officers working on the MPT programme. To enable them to follow agreed procedures and ensure quality reporting and evidence collected.
  6. Liaise with customers, partners and agencies both internal and external directly over the telephone, text, email, website and occasionally face to face, ensuring excellent service delivery whilst maintaining service levels and standards.
  7. Act as a central point of contact for customers on a day to day basis, accurately evaluating the nature of the customer enquiry while keeping the customer up to date at all times.
  8. Minute meetings as requested
  9. Contribute to planning and delivery of promotional events and associated marketing and publicity materials

  1. When using any resources, taking care to make sure they are used appropriately and not at risk of being wasted/damaged/stolen.

Corporate Duties /
  1. Abide by the objectives and targets of the Section, Department and Company, and follow the procedures and practices utilised in all aspects of the work, including computerised and manual systems and the maintenance of relevant records

  1. Fulfill personal requirements, where appropriate, with regard to Company policies and procedures, particularly health and safety, equality and diversity, customer care, emergency evacuation, security, work standards and promotion of the Company’s Core Values

Admin References
File Name
Date
Compiled reviewed by /
  1. To attend any training and development events considered necessary
    This job description forms part of the contract of employment of the person appointed to this post. It reflects the position at the present time only and may be changed at management’s discretion in the future. As a general term of employment, the Company may affect any necessary change in job content, or may require the postholder to undertake other duties, at any location in the Company’s service, provided that such changes are appropriate to the employee’s remuneration and status
    Tricia Brindle

Part funded by ESF
PERSON SPECIFICATION
Job Title: / Finance and Monitoring Assistant – Newground
Department:
Office Location: / Blackburn.
(Travel to sites within the Together Group may also be required)
Job Purpose / 1To provide a broad range of effective and efficient administration support for the More Positive Together programme – supporting the team in day to day administration and financial management including the preparation of accurate and timely claims and monitoring information
2 To take a lead in tracking and monitoring customer progress and ensuring that appropriate evidence is collated and stored in line with ESF guidance to meet eligibility criteria and contractual compliance. To ensure relevant in house and external recording systems are kept accurate and up to date.
3 To provide a central point of contact for referrals into the service, internally and externally
Assessment Code:
E / You must have these attributes as they are the ESSENTIAL requirements of the post.
D / These attributes are DESIRABLE and therefore an advantage
A / Application Form
I/T / Interview/Test (assessment may include a relevant test/practical exercise etc.)
NB: / Successful candidates will be expected to submit any necessary documentary evidence for validation purposes (e.g. references, original certificates etc)
Attributes / E/D / A / I/T
Experience /
  • Proven experience of providing business administration support in social housing or employment sectors
/ E /  / 
  • Experience of working with a broad range of customers.
/ E / 
  • An ability to work on own initiative and prioritise own workload
/ E /  / 
  • Experience of working cooperatively in a team and contributing to the team, demonstrating a flexible approach
/ E /  / 
  • Ability to work under pressure, delivering quality work to tight deadlines
/ E /  / 
  • Experience of utilising IT systems to record and report on customer data sets
/ E /  / 
  • Experience of working on European Funded Programmes
/ D / 
Knowledge & Expertise /
  • Demonstrate IT literacy including excellent working knowledge of word and excel and other Microsoft products
/ E /  / 
  • Experience of compiling reports, papers and presentations
/ D /  / 
  • Excellent customer service skills
/ E / 
  • Knowledge of financial systems and reporting procedures
/ E /  / 
  • Ability to undertake and interpret numerical calculations
/ E / 
  • Attention to detail and high level of accuracy
/ E / 
Education & Qualifications /
  • NVQ level 2 or 3 or similar qualification in Business Administration
/ D / 
Other /
  • Full Driving Licence, and the use of own vehicle with insurance for business use.
/ D / 
  • Flexible approach to working hours in order to achieve work demands/priorities
/ E /  / 

NB: only those competencies below which are indicated by a tick will be assessed as part of the selection process for this job. However, for successful candidates, all competencies listed will be assessed during the probationary period (where this applies), one to one meetings, and the annual appraisal process.

Key Competencies / A / I/T
Heading / Level / Definition
Delivering Excellent Customer Service / 2 /
  • Respects customer’s opinion and listens to their issues
/ 
  • Remains calm and assertive when faced with challenging and/or aggressive customers
/ 
Communicating & Influencing
Communicating & Influencing / 2 /
  • Considers, understands and uses the appropriate form of communication based on the message and specific needs of the audience
/ 
  • Presents own ideas and opinions in a calm structured manner without provoking unnecessary conflict
/ 
Delivering High Performance / 2 /
  • Understands and delivers on objectives for own role (meeting quality standards and deadlines)
/ 
  • Identifies and communicates the performance requirements for the team and is accountable for them
/ 
Managing Change / 2 /
  • Is flexible and willing to try new ideas/ways of working in own role

  • Encourages others to be open minded and try out new ideas

Developing Self & Others / 1 /
  • Recognises the need to learn new things to keep ahead of changes

  • Shares learning with others

Acting Commercially / 1 /
  • Looks for opportunities to improve commercial effectiveness within own role (i.e. minimising waste)

  • Demonstrates a good general understanding of the services we offer

Building Effective Teams / 1 /
  • Offers help and support to others
/ 
  • Is a reliable, trustworthy and effective member of the team – does what they say they will do

Putting Diversity at the Core of what we do / 1 /
  • Treats everyone with respect
/ 
  • Considers impact of own actions on others
/ 
Admin References
File Name / PS – Finance and Monitoring Officer – Newground
Date / September 2017
Compiled / Reviewed By / TB/

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