Job Title: ADTRAC Finance and Monitoring Officer

Job Description

Job Title: ADTRAC Finance and Monitoring Officer

Post Number:

Directorate: Assistant Chief Executive’s

Service Unit: Finance

Grade: Scale

Overall Job Purpose – To be responsible for the monitoring of the ADTRAC European Funded grant scheme including management of grant claims ensuring that they are completed accurately and on time in accordance with best financial practices and European Regulations. To be responsible for the compilation of output evidence for ADTRAC including management of the beneficiary database. To liaise with the Council’s External Auditors, Wales European Funding Office and any other Auditor to ensure that the auditing process is as efficient as possible and that each audit reaches a satisfactory conclusion. To liaise with and advise Learning on financial and governance issues so as to ensure the grant is applied to and used properly in accordance with the Council’s constitution and the criteria of the grant awarding body. To ensure effective management of resources, proper accountability and compliance with statutory, professional and corporate standards and to ensure that financial risk is recognised and managed. To work with the Lead Body (Grŵp Llandrillo Menai) to promote partnership working and achievement of grant outcomes. Maintenance of a full audit trail in line with European Regulations. Work with the AdTRAC team to ensure that all data regarding compliance is gathered correctly and promptly.

ADTRAC is a North West Wales operation which is partly funded through the European Social Fund (ESF) Priority Axis 3: Youth Employment and Attainment. The specific aim of the project is to reduce the number of 16-24 year olds who are not engaged in employment, education or training and who experience barriers to progression onto positive pathways. The project will provide a range of employability and wellbeing interventions and one to one support to remove the barriers and achieve positive outcomes for the young people.

Principal Accountabilities / Key Tasks:

1. To be responsible for the compilation of interim or final grant claims for ADTRAC which is in receipt of European Social Funding. This will involve working closely with Project Officers and the Lead Delivery Body, Grŵp Llandrillo Menai who are responsible for AdTRAC.

1. To ensure that claims and associated working papers arecompiled and maintained in accordance with the approved procedures and complex European Regulations.

1. To be responsible for the recording and compilation of beneficiary output evidence in support of grant claims for the Project including management of the Beneficiary Database in line with European Regulations.

1. To be responsible for setting up and maintaining financial systems to support the production of claims and monitoring of expenditure.

1. To produce budget monitoring reports for the ADTRAC Board and Project Manager.

1. Lead on quarterly Management Verification Team Monitoring Visits from the Lead Body and Audit Information Requests from WEFO.

1. Undertake project budget reprofiling as requested by the Lead Body and WEFO.

1. Record and monitor income and simplified costs accurately in the Authority’s Ledger System and report any shortfalls in project income.

1. Liaise with other Departments to ensure that match staff are correctly recorded by the Project.

1. To support the Project Manager and Grants Manager in identifying project risks and ensure that appropriate advice is obtained.

1. To liaise with the Welsh Government, Wales European Funding Office, Programme Managers, External and Internal Auditors on a regular basis to discuss and assist in resolving any potential problems or queries relating to grant claims.

1. To represent the Finance Service at project meetings, on corporate or other working groups or initiatives, including meetings with external partners.

1. To contribute to the financial administration of the Authority at an appropriate level.

1. To develop and maintain good working relationships with project partners.

1. To undertake any other duties as are within the scope of the job purpose, the title of the job and commensurate with the grade.

Position in the Organisation:

Reports to: Grants Manager

Responsible for:

Staff supervised: None

Financial Resources

Level: A,Level 3, B Level 3, C Level 3 Indicative Value £1,000,000 +

Physical Resources

Delegation

None

Demands within the job:

Physical demands

Normal physical demands associated with an office environment including standard keyboard use, use of office equipment and lifting of small items of equipment, paper records etc. There is a requirement to undertake travelling to locations across Wales and further as and when required.

Mental demands

Combination of prolonged mental effort and concentration in completion of complex pieces of work e.g. budget preparation, claims and completion of reports and analysis of corporate significance and intense periods of effort and concentration to respond quickly to unpredictable and varied demands e.g. in response to information required urgently by corporate management or to external enquiries in respect of the Council’s finances. Required to balance conflicting demands and priorities in a pressurised environment.

Will be required to plan detailed budget profiles and balance accounts over a 3 year period.

Emotional demands

There will be a certain amount of pressure to meet deadlines and deal with scrutiny.

Language Requirements:

Spoken: English Essential, Welsh Desirable

Welsh

X Basic conversation / exchanging information

Detailed discussion / interviewing / investigation

Presentations

Advocacy / representation

X English

X Basic conversation / exchanging information

X Detailed discussion / interviewing / investigation

X Presentations

X Advocacy / representation

Other

Please Specify:

Basic conversation / exchanging information

Detailed discussion / interviewing / investigation

Presentations

Advocacy / representation

Written:

Welsh

X Recording simple messages / emails

Writing letters

Preparing reports and public documents

X English

X Recording simple messages / emails

X Writing letters

X Preparing reports and public documents

Other

Please Specify:

Recording simple messages / emails

Writing letters

Preparing reports and public documents

Working Arrangements and Conditions:

Working week: 37 hours Monday to Friday but at other times or days as required from time to time

Contracted hours: 37

Spread: Monday to Friday

Identified work base: Llangefni is the main office base.

Normal work location

Normally office based

X Office based but with some site / home / meeting visits

Travelling Officer role with occasional visits to identified work base

Business Travel

No business travel

Some business travel. Postholder provides own vehicle

X Some business travel. Council vehicle provided to postholder

Postholder employed as driver / required to operate specialist machinery

Exposure to disagreeable working conditions

Environmental

X Minimal / normal office environment

Some

Significant

Aggressive / difficult clients

X Minimal

Some

Significant

Other Conditions:

Work Flexibilities / Restrictions

Politically Restricted Post:

Yes

X No

:

Home / Mobile Phone provided

Yes

X No

Protective Clothing provided:

Yes

X No

Flexibility

Your attention is drawn to the fact that in some cases particular duties and responsibilities are difficult to define and may vary from time to time without changing the general character of the duties and level of responsibilities entailed. In addition, it is a requirement of all employees that they accept elements of flexibility in duties and responsibilities and when necessary interchange within the organisation which will meet the changing needs and demands of the service. Such a requirement will enable the particular expertise of the postholder to be developed and maximised to the mutual benefit of both employer and employee.

Date of preparation of this job description document:

August 2017

Isle of Anglesey County Council - Person Specification

1. Education and Training

The minimum educational requirements/professional or vocational qualifications for the post

1.1 Essential

1.1.1 Degree or equivalent standard qualification plus experience.

1.1.2 Part qualified CCAB Accountant / Administrative Qualification working towards fully qualified or qualified Assocation of Accounting Technicians with 5 years local government experience.

1.2 Desirable

1.2.1 Fully qualified CIPFA or CCAB qualification (preferably CIPFA) or equivalent Administrative Qualification.

1.2.2 Evidence of continued professional development.

Any specific training required for the post Incl. Certification

1.3 Essential

1.3.1

1.4 Desirable

2. Key Competence Requirements

Job related knowledge Critical for effective performance

2.1 Essential

2.1.1 Experience of working in an accounting / finance / administrative post in a large organisation.

2.1.2 Experience of dealing with grant funding and grant funding bodies, including European Funding.

2.1.3Ability to advise project staff and quality assure project eligibility documentation

2.1.4Ensure deadlines for paperwork submission are met by project staff

2.1.5 Experience of Local Government accounting, finance or administration.

2.1.6Ability to communicate complex financial situations to non Financial Managers.

2.1.7Ability to interpret and apply complex European Regulations.

2.2 Desirable

2.2.1 Experience of compiling grant claims .

2.2.2Experience of regional partnership working.

2.2.3Experience of the use of CIVICA Ledger System.

Specific skills critical for effective performance

2.3 Essential

2.3.1 High level of numeracy skills with an emphasis on accuracy

2.3.2 Good oral and written communication skills including the ability to present clear and accurate reports

2.3.3 Ability to interpret highly complex European Regulations and present them to Officer in an accessible and understandable manner

2.3.4Ability to work unsupervised in the preparation of grant claims and act as Financial Lead for the project.

2.3.5 Ability to prioritise work and meet deadlines.

2.3.6 Ability to interpret and present financial information.

2.3.7 Good IT awareness particularly in using spreadsheets.

2.3.8 Good negotiation skills, highly developed to be able to challenge approaches to grant claims which are not in the authority’s best interest.

2.4 Desirable

2.4.1 Ability to identify problem areas and to recommend solutions.

Managerial skills critical for effective performance

2.5 Essential

2.5.1

2.6 Desirable

2.6.1

3. Personal Attributes

Personal values and characteristics which should be demonstrated in performing the duties of the post

3.1 Essential

3.1.1 Flexible and able to work as part of a team.

3.1.2 Ability to deal with staff at all levels of the Authority.

3.1.3 Commitment and Integrity.

3.2 Desirable

3.2.1 Bilingual : Welsh and English

4. Personal Circumstances

Job demands which, if not met, could constrain effective performance in post

4.1 Essential

4.1.1 Flexibility of working hours – occasionally to meet specific work demands.

4.1.2 Car Driver.

4.2 Desirable

ISLE OF ANGLESEY COUNTY COUNCIL

Welsh Language Skills – workplace assessment

NAME : ………………………………………………………………………………………………………….

SERVICE : ……………………………………………………………………………………………………...

LOCATION : ……………………………………………………………………………………………………

GRADE OF POST : …………………………………………………………………………………………..

DATE :……………………………………………………………………………………………………………..

POST IS WELSH ESSENTIAL/DESIRABLE (as noted on the job description)

Tick the relevant box (at least one from each section, ie. (i), (ii), (iii), (iv)

(i) Listening 

(ii) Reading 

(iii) Speaking 

(iv) Writing 

While undertaking the skills assessment for the post it is necessary to look at the language skills of the team and the nature of the service and then justify if a post is not ‘Welsh essential’.

Position in the Organisation:

Reports to : Principal Youth Officer/EPC

Responsible for:AdTRAC Project (Ynys Môn)

Staff supervised:Up to 14 delivery staff

Financial Resources

Level: 5

The responsibility for the overall project budgets of £1,068,219, including staff costs plus match funding. (Project Budgets not yet confirmed)

Level: A,B or C?A Indicative Value £1,068,219

Physical Resources

Delegation

Monitoring and Finance officer will take delegatedresponsibility in the absence of the Project Manager.

Demands within the job:

Physical demands

The post is mainly office based, with some travelling both within and out of County. Postholder will be expected to use fleet vehicles wherever possible, but may have also to use own vehicle at times.

Mental demands

The post holder will need to manage high levels of work related pressures and competing demands. This will involve collating detailed and complex information and preparing monitoring reports across a range of project areas. This will require extensive attention to detail in producing reports to various internal Council departments, to the Lead Body (Coleg Llandrillo-Menai) and WEFO.

This is a role where the continued interaction between the partners is key to the success of the project. He/she will therefore need to work effectively with stakeholders and be able to balance the needs of expectations of different stakeholders. A high level of engagement skills are essential in fulfilling this role.

The post holder will be required to work in both an authoritative and consultative role and will need to give operational direction, work on negotiations, making agreements, work on procurement and authorisation to external providers, and monitor the quality of their delivery.

The post holder will be required to use discretion to resolve unexpected problems and identify issues which need to be escalated in respect of skakeholder management, planning, monitoring and reporting.

The post holder will need to have a high level of leadership skills and a track record in implementing and effecting change in service provision.

The post holder will require a high level of knowledge, experience and skills across a broad range of areas – service planning, change management, financial planning, strategic planning, programme management – and need to be proactive in undertaking his/her duties.

The post holder must be able to take responsibility for own area of work and work with a high degree of autonomy.

Emotional demands

The post holder will be responsible for staff working with young people who may be particularly vulnerable and must be able to work with empathy, whilst also maintaining a professional distance.

He/she may therefore need to support staff on occasions, where they are forced to make difficult or unpopular decisions, with regards to the young people with whom they are working.

Resilience when faced with inevitable set-backs when working with the client group of the project

Language Requirements:

Post is Welsh ESSENTIAL (also see Welsh Language Skills – post assessment)

Spoken:

Welsh

Basic conversation / exchanging information

Detailed discussion / interviewing / investigation

Presentations

Advocacy / representation

English

Basic conversation / exchanging information

Detailed discussion / interviewing / investigation

Presentations

Advocacy / representation

Other

Please Specify:

Basic conversation / exchanging information

Detailed discussion / interviewing / investigation

Presentations

Advocacy / representation

Written:

Welsh

Recording simple messages / emails

Writing letters

Preparing reports and public documents

English

Recording simple messages / emails

Writing letters

Preparing reports and public documents

Other

Please Specify:

Recording simple messages / emails

Writing letters

Preparing reports and public documents

Working Arrangements and Conditions:

Working week: Monday - Friday

Contracted hours: 37

Spread:Flexible working arrangements 7am - 7pm. May require some evening work, attending youth activities.

Identified work base: Anglesey County Council headquarters, Llangefni initially. May be called upon to work from various bases across Anglesey during project life.

Normal work location

Normally office based

Office based but with some site / home / meeting visits

Role involves substantial travelling with occasional visits to identified work base

Business Travel

No business travel

Some business travel.Postholder will mainly use fleet vehicle, but will also need to provide own vehicle on occasions.

Postholder employed as driver / required to operate specialist machinery

Exposure to disagreeable working conditions

Environmental

Minimal / normal office environment

Some

Significant

Aggressive / difficult clients

Minimal

Some

Significant

Other Conditions:

DBS check required

Enhanced

Standard

Not applicable

Work Flexibilities / Restrictions

Politically Restricted Post:

Yes

No

:

Home / Mobile Phone provided

Yes

No

Protective Clothing provided:

Yes

No

Flexibility

Your attention is drawn to the fact that in some cases particular duties and responsibilities are difficult to define and may vary from time to time without changing the general character of the duties and level of responsibilities entailed. In addition, it is a requirement of all employees that they accept elements of flexibility in duties and responsibilities and when necessary interchange within the organisation which will meet the changing needs and demands of the service. Such a requirement will enable the particular expertise of the post-holder to be developed and maximised to the mutual benefit of both employer and employee.