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 – Schools
Location / 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