HQ11/23/04
BELFAST EDUCATION AND LIBRARY BOARD
The Belfast Education and Library Board under the provisions of the Education and Libraries (Northern Ireland) Orders, is responsible for providing an education and library service, including a youth service, in the Belfast area. The provision of public library services transferred to Libraries NI on 1 April 2009. The area has a population of approximately 268,000. The number of pupils in attendance at school in the board’s area is approximately 57,000.
This is a temporary post available until 31 March 2012 subject to extension or review and is restricted to those employed in the RPA affected groups (a list of the affected groups are attached).
JOB DESCRIPTION
POST: Team Leader – Schools
Senior Clerical Officer
LOCATION: Accounts Payable Section
Finance Department
Board Headquarters
40 Academy Street
BELFAST
BT1 2NQ
REQUIREMENTS: Applicants must at the closing date:
(i) hold a minimum of 5 GCE ‘O’ level or GCSE passes (grades A* - C) or equivalent or higher examination qualifications;
(ii) have experience in the supervision of staff; and
(iii) can show evidence of having a working knowledge of oracle file maintenance or an equivalent relevant financial maintenance system.
Preference may be given to those applicants who at the closing date have a minimum of 1 years experience of Oracle Financials computerised accounting system.
The panel reserves the right to enhance these criteria.
DUTIES: As attached
HOURS: 36 per week
SALARY: £15,726 - £16,830 NJC SCP 14-17
The closing date for receipt of applications is
12.00 NOON ON FRIDAY 24 JUNE 2011.
N.B Notes of guidance are attached.
BELFAST EDUCATION AND LIBRARY BOARD
JOB DESCRIPTION
JOB TITLE Team Leader
DEPARTMENT Finance
SECTION Accounts
RESPONSIBLE TO Team Manager
JOB PURPOSE
The accounts section is responsible for the twice weekly processing of payments of all revenue and capital expenditure, on a computerised system, in respect of all non-salary expenditure. The team leader is responsible for the supervisory duties, staff development, ensuring the accurate and timely processing of payments for schools, HQ administration and capital expenditure and other administrative duties.
JOB CHARACTERISTICS
In conjunction with the sub-section supervisory officer assist in the development, management, implementation and reviewing of the accounts payable process and policies within the accounts section. Stand in for team manager maintaining the well-organised management of the accounts section. Meet with school Principals, board contractors and suppliers, board members, Boards of Governors and inter board panels.
FUNCTIONAL LINKS
· All divisions within the finance department, other sections and departments within the board, relevant sections within other boards and other local government departments
· Board Members and members of Boards of Governors
· The Department of Education
· The Department of Finance and Personnel
· Council for Catholic Maintained Schools
· Council for the Curriculum Examination and Assessment
· Schools, Schools Meals Accommodations, Libraries and Out centres
· The board's Joint Legal Services and private solicitors
· The Inland Revenue, Customs and excise and other statutory bodies
· Recruitment agencies
· The board's contractor and suppliers
· The board’s bankers and BACS providers
· The board’s travel claimants
· Teachers Pay and Administration Branch
· Internal Audit, External and Government Auditors
KEY AREAS:
1 Management and Supervision of Staff
1.1 Implement, monitor and evaluate the work within the team, ensuring proper compliance with financial policies, legislation and controls whilst adhering to twice weekly deadlines.
1.2 Co-ordinate, plan and delegate work within the team, analysis problems and provide resolutions to team members.
1.3 Assist the Accounts Officer with instruction and training of new staff. Monitoring and reporting on their progress.
1.4 Maintaining a thorough working knowledge of board policies relating to the payment of general and capital expenditure and provide feedback to other members of the team.
1.5 Maintaining a working knowledge of Oracle Payables, POP and Travel and Subsistence systems.
1.6 Support the progress and advancement of team members using staff development strategies and programmes and help plan their development.
1.7 Conduct staff appraisal interviews in compliance with board and finance policies.
1.8 Recommending expenditure for authorisation by senior management, approving claims for payment.
2 Invoice Processing
2.1 Oversee the verification checks on all invoices processed for batching.
2.2 Ensure that all invoices have been properly authorised and processed by the team to meet required deadlines and policies.
2.3 Ensure that all POP orders/invoices are reconciled and matched in accordance with procurement policies.
2.4 Oversee the coding, checking and batching of all general and capital invoices.
2.5 Supervise the input of batches to Oracle computer system via PC and approval of same.
2.6 Supervise the input of Travel and Subsistence to the MDIS computer system.
2.7 Identification and amendment of any imbalanced batches via Oracle and/or MDIS.
2.8 Compiling reports and submissions in response to identified queries/incorrect payments, gathering and interpreting information and problem resolution where applicable.
2.9 Responsible for the correction of errors identified by reports/suppliers.
2.10 Receipting matching and approving all POP invoices.
3 File Maintenance
3.1. Updating Supplier Master File data in respect of new and amended suppliers and/or supplier sites.
3.2 Updating Supplier Master File data in respect of BACS details and factors.
3.3 Identification and recommendation of suppliers appropriate for supplier merge and/or deletion.
3.4 Creation of Purchasing Suppliers/ Purchasing sites for POP.
4 Administration
4.1 Maintain good working relationships with board officers, schools principals and secretarial staff, board contractors and suppliers and provide information and advice on the accounts payable process.
4.2 Answer enquiries from schools, supplier and/or board departments.
4.3 Provide specialist knowledge and advice in all financial matters.
4.4 Deal with queries regarding orders, incorrect invoices, credit notes and debit notes and instruct schools regarding same.
4.5 Control supplier statement reconciliation and ensuring that all outstanding invoices are legitimate charges against the board and are processed correctly.
4.6 Dealing with queries and extracting information required by internal and external audit, finance department management and other board departments.
4.7 Oversee the filing of all paid invoices.
4.8 Oversee the filing of weekly reports
4.9 Assisting and supporting the accounts officer/deputy accounts officer as required.
5 Other Duties
5.1 Undertaking any other duties, which may be required from time to time by the accounts officer.
Belfast Education & Library Board
Personnel Specification
Post / Team Leader – SchoolsLocation / Accounts Payable Section, Finance Department
Essential / Preferred
Qualifications / A minimum of 5 GCE ‘O’ level or GCSE passes (grades A* - C) or equivalent or higher examination qualifications.
Experience / Experience in the supervision of staff. / Have a minimum of 1 years experience of Oracle Financials computerised accounting system.
Knowledge/Skills / Can show evidence of having a working knowledge of Oracle file maintenance.
Computer literate.
In-depth knowledge of Oracle Supplier file maintenance.
Good communication skills.
Ability to implement and interpret guidelines, policies and regulations. / Knowledge of financial regulations.
Knowledge of VAT regulations.
Good communication skills.
Numeric skills, dexterity and accuracy.
Personal Qualities / Caring customer based outlook.
Linguistic and literacy skills.
Ability to work and lead a team under pressure. / Proven supervisory skills.
Other Requirements
RPA CIRCULAR 1/2009
Revised Definition of the RPA Affected Group
Non-NICS RPA Affected Group
Wholly affected
Local Government (DOE)
Antrim Borough Council
Ards Borough Council
Armagh City and District Council
Ballymena Borough Council
Ballymoney Borough Council
Banbridge District Council
Belfast City Council
Carrickfergus Borough Council
Castlereagh Borough Council
Coleraine Borough Council
Cookstown District Council
Craigavon Borough Council
Derry City Council
Down District Council
Dungannon & South Tyrone Borough Council
Fermanagh District Council
Larne Borough Council
Limavady Borough Council
Lisburn City Council
Magherafelt District Council
Moyle District Council
Newry & Mourne District Council
Newtownabbey Borough Council
North Down Borough Council
Omagh District Council
Strabane District Council
Education
Youth Council for Northern Ireland
Northern Ireland Council for the Curriculum, Examinations & Assessment
Belfast Education & Library Board
North Eastern Education & Library Board
South Eastern Education & Library Board
Southern Education & Library Board
Western Education & Library Board
Staff Commission for Education & Library Board
Regional Training Unit
Council for Catholic Maintained Schools
Health
Belfast Health and Social Care Trust
South Eastern Health and Social Care Trust
Northern Health and Social Care Trust
Southern Health and Social Care Trust
Western Health and Social Care Trust
Health and Social Care Board
Public Health Agency
Business Services Organisation
Patient Client Council
Libraries
NI Library Authority
Housing Executive
Houses in Multiple Occupation
Travellers’ Transit Sites
Local Energy Conservation
Housing Unfitness
Partly Transferring
Executive Public Bodies
National Museums Northern Ireland (Armagh County Museum (DCAL))
Education
Northern Ireland Council for Integrated Education
Comhairle na Gaelscolaiochta
Abolished
Executive Public Bodies
Fisheries Conservancy Board (DCAL)
NI Museums Council (DCAL)
NICS RPA Affected Group
Wholly affected
Department for Social Development
Belfast Regeneration Office
North West Development Office
Regional Development Office
Department of Education
Teachers' Pay, Pensions & Administration
Largely Transferring
Executive Agencies
Planning Service
Partly Transferring
Roads Service
Department for Regional Development
Department of Education:
Schools Administration
Youth & Community Relations
Schools Finance
Open Enrolment & Transfer Procedure
Accounts
Building Branch
Development Branch
Early Years
Bodies not in RPA Affected Group
NICS
Department of Enterprise, Trade and Investment
Department of Culture, Arts and Leisure
Department of Agriculture and Rural Development
Department of Finance and Personnel
Office of the First Minister and the Deputy First Minister
Department of the Environment (excluding planning service)
Department for Social Development (part)
Department for Regional Development (part)
Department for Employment and Learning
Department of Health, Social Services and Public Safety
Department of Education (non-operational functions)
Executive Agencies
Driver & Vehicle Agency (DOE)
Land & Property Services Agency (DFP)
Public Record Office NI (DCAL)
Rivers Agency (DARD)
Environment and Heritage Agency (DOE)
Child Support Agency (DSD)
Social Security Agency (DSD)
NI Statistics and Research Agency (DFP)
Forest Service (DARD)
Non-NICS
Executive Public Bodies
Agri-food and Bioscience Institute
Arts Council of NI (DCAL)
Sports Council (DCAL)
NI Local Government Officers’ Superannuation Committee (DOE)
NI Transport Holding Company (DRD)
Trust Ports (DRD)
General Consumer Council for NI (DETI)
Health & Safety Executive for NI (DETI)
Equality Commission for NI (OFMDFM)
NI Commissioner for Children and Young People (OFMDFM)
Strategic Investment Board (OFMDFM)
ILEX (OFMDFM)
Economic Research Institute of NI (OFMDFM)
Community Relations Council (OFMDFM)
NI Screen (formerly NI Film and Television Commission) (DCAL)
Museums and Galleries of NI (DCAL)
Ulster Supported Employment Ltd (DEL)
Labour Relations Agency (DEL)
Agricultural Wages Board (DARD)
Livestock and Meat Commission (DARD)
NI Fishery Harbour Authority (DARD)
Local Government Staff Commission (DOE)
Construction Industry Training Board (DEL)
Housing Executive (DSD) - part
Invest NI (DETI)
NI Tourist Board
Advisory Public Bodies
Higher Education Council (DEL)
Research and Education Advisory Panel (DARD)
Charities Advisory Committee (DSD)
Office of the Social Fund Commissioner for NI (DSD)
Statute Law Committee for NI (OFMDFM)
Statistics Advisory Committee (DFP)
NI Building Regulations Advisory Committee (DFP)
The Lay Observer (DFP)
Law Reform Advisory Committee for NI (DFP)
Drainage Council (DARD)
Council for Nature, Conservation and the Countryside (DOE)
Historic Buildings Council (DOE)
Historic Monuments Council (DOE)
Tribunals
Combined Tribunal Administration Service under NI Court Service
Health
Regulation and Quality Improvement Authority
NI Regional Medical Physics Agency
NI Practice and Education Council for Nursing and Midwifery
NI Medical and Dental Training Agency
NI Guardian Ad Litem Agency
NI Blood Transfusion Agency
NI Social Care Council
NI Ambulance Service Health and Social CareTrust
NI Fire and Rescue Service (Fire Authority for NI)
Education
General Teaching Council