Job Description

Job Title:Finance Assistant – Accounts payable

Reports to:Finance Manager

Salary:£6.50 to £7.50 per hour depending on previous experience

Contract:Permanent, subject to six month probationary period

Location:Bradford.

Hours:Full time – 37.5 hours per week Monday to Friday

Holidays:25 days annually plus bank and statutory holidays.

Primary Objectives:

To facilitate the accurate and timely recording of financial information under the supervision of the Finance Officer – Accounts Payable and Income and the Finance Manager by undertaking appropriate bookkeeping and administrative procedures in relation to the society’s purchasing and accounts payable process.

This role is suitable for an experienced Finance Assistant looking for a new challenge in a high volume, fast paced environment but would also suit an individual with no previous finance experience. Full training will be provided as part of the role. If applicable the role will be an apprenticeship leading to at least a Certificate in Accounting from the Association of Accounting Technicians (AAT).

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Responsibilities:

Purchase Ledger

Be responsible for the recording and payment of supplier invoices within agreed service standards,ensuring that the society’s procedures in relation to purchasing are adhered to.

a)Record purchase invoices as received onto the society’s accounting system

b)Match purchase invoices with orders where applicable (ensuring goods and services have been marked as received) or agree invoices to contracts or leases.

c)Pass invoices for authorisation in line with society procedures

d)Liaise with suppliers as required, including prompt notification of any reason their invoice(s) cannot be passed for payment.

e)Regularly chase up invoices in query and ensure their prompt resolution

f)Propose regular supplier payment runs for authorisation by the Finance Manager

Support departmental budget holders in the use of the purchase ordering system.

Reconcile supplier statements on receipt and request copies of any missing invoices

Allocate direct debit and standing order payments to suppliers against invoices

Other expenditure

Ensure that credit card receipts are received from card holders, presented for authorisation by line managers and then processed onto the accounting system.

Ensure that petty cash expenditure from shops and other projectsare appropriate, authorised, supported by relevant receipts and it processed onto the accounting system.

Process staff expenses onto the accounting system, ensuring they are appropriately coded and authorised.

Security

Monitor all other transactions for potential financial irregularities and report suspected or potential issues in a timely manner

Other

Undertake general filing and office management procedures to ensure that documents are appropriately filed and easily locatable.

Support volunteers within the finance department.as needed

Liaise with suppliers, staff and volunteers to ensure timely flows of information.

Manage emails to group and personal mailboxes and ensure all correspondence is promptly dealt with and filed appropriately.

Perform any other duties commensurate with this post e.g. general admin, IT etc.

Support the St Vincent de Paul Society’s aims and objectives.

You will be expected to develop a good understanding of tasks taken out by other members of the finance team of a similar grade and provide cover and support for holidays and in busy periods as required.

The above list is not exhaustive and duties relevant to the post may be required from time to time. Variation may also occur to the duties, responsibilities and place of work at the request of your line manager without changing the general character of the post.

Person Specification

It is essential that thepost holder has the following:

  1. Good written and verbal communication skills. The role will require the ability to communicate routine information effectively with both finance and non-finance staff.
  1. At least grade C GCSE (or equivalent) English, Maths and IT
  1. Is willing to undertake formal accountancy training within the role if needed. For an applicant with no relevant finance experience this would be likely to will take the form of an apprenticeship leading to at least a Certificate in Accounting from the AAT.
  1. Must display initiative and common sense. Must be able to deal with a variety of unexpected queries for which there will not necessarily be procedures in place
  2. Good organisational skills. Must be able to prioritise and meet deadlines. Must ensure that there is an easy to follow trail for work undertaken to ensure others are able to pick up duties in your absence.
  3. Excellent IT skills including Microsoft Excel, Word and Outlook. You may also be required to work with our own bespoke database.
  1. Is adaptable and quick to pick up and adapt to new systems and processes
  1. Excellent attention to detail and a commitment to 100% accuracy
  2. Highly self-motivated and doesn’t wait to be asked.
  3. A commitment to provide a high quality service.Doesn’t recognise the phrase “that’s not my job”.
  1. Understands and has a commitment to equal opportunities.
  1. Sympathy with the Christian aims and purposes of the Society and is able to value people of all faiths or none.

It is desirable that the post holder has the following skills/experience:

  1. Has experience working in an administrative, accounts or finance based role
  1. Has completed education to A Level standard (or equivalent)
  1. Has experience of work in the voluntary and or retail sector

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September 2016