Finance Officer

The specific purpose of the post of Finance Officer is to undertake financial and administrative tasks in the work of the Corporate Services Team. The key remits of this role are.
• Trial balances and reconciliations.
• Cashflow monitoring including minimum cashflow balance.
• Timely payment of invoices.
• Issuing of invoices to maximise income.
• Payroll preparation.
• Support Finance Agent in preparing management accounts, statutory financial returns and financial business planning.
• Issue factoring invoices and recoverable repairs.
• Prepare cashflow statements for contracts and monitor outturns.
• Develop procedures for remit.
• Contribute ideas and suggestions for service improvement.
Role and responsibilities are carried out whilst upholding the values of the Association as these guide our behaviours, decisions and actions, these are:
• Be Honest and open in our approach, decisions and communications
• Be Accountable to our tenants, community and each other
• Be Respectful and considerate in how we treat each other
• Be Supportive and willing to go the extra mile

2. KEY TASKS AND RESPONSIBILITIES
2.1 To implement the procedures necessary to provide bookkeeping services for the Association in accordance with legal requirements and best practice. This includes:
• Providing bookkeeping services.
• Maintaining and controlling cash books.
• Maintaining and controlling the nominal ledger.
• Maintaining and controlling the purchase ledger
• Maintaining and controlling the sales ledger.
• Maintaining and reconciling relevant accounting records

2.2 To ensure that the Association’s policies and procedures are implemented in respect of banking and other day to day financial matters. This includes:
• Processing invoice payments by BACS ensuring they are authorised and paid in accordance with Financial Regulations and Operating Procedures.
• Administering the petty cash and make payments supported by vouchers, receipts, etc. and arrange replenishment as required.
• Preparing a petty cash statement every month detailing payments and receipts reconciling to the balance of cash.
• Undertakeing monthly bank and cash reconciliations to assist the Finance Agent to manage the Association’s bank accounts.
• Lodging cash and cheques received with the bank in accordance with Finance Regulations and Operating Procedures.
• Operating the online banking system on a day-to-day basis i.e. RBS – Bankline.
• Runing the end of period and debit through the SDM System and reconcile rent, factoring and expenses accounts.
• Assisting the Finance Agent in accounts management and reporting.

2.3 To administer the Association’s payroll system, complying with agreed procedures. This includes:
• Processing the monthly payroll.
• Processing starters and leavers.
• Maintaining payroll records.
• Processing and submit RTI returns to HMRC.
• Processing the payroll year-end and submit the annual return to HMRC,
• Administering the Association’s Pension Scheme, in particular:
o Prepare the monthly statement and payment to the Pension Trust;
o Communicate with Pension Trust on general financial and administrative situations e.g. payments, leavers and starters.
o Attend to other financial and administrative tasks as required.
• Processing staff and Committee members expenses claims.

2.4 To assist in ensuring that the Association complies with its policies on debt control. This includes:
• Contributing Issue invoices to sundry debtors.
• Undertakeing recovery action in connection with the above.
• Preparing a report to the Finance Agent on outstanding debtors.
• Preparing a report on outstanding debtors for Community Centre activities.

2.5 To implement general policies and practices necessary to fulfil the obligations of the Business Improvement Department. This includes:
• Administering Insurance arrangements e.g. monitoring claims, liaison with Insurers or staff in relation to claims issues.
• Carrying out administration tasks associated with the internal and external audit functions e.g. preparing documentation for the audits,
• Submitting financial returns to Regulators and other stakeholders e.g. HMRC, Pension Trust and Lenders.
• Maintaining registers in relation to Governance and Financial Management matters:
o Fixed Asset Register and associated maintenance works
o Assist in the preparation and submission of grant and other funding applications and claims e.g. HAG claims, Big Lottery Claims.
o Other general administrative duties

2.6 Assist in providing absence cover in undertaking the task within the Finance Services.

2.7 To Carry out any tasks commensurate with your role as directed by the Director or Corporate Services Manager.

3. OTHER DUTIES
3.1 Assist in providing absence cover in undertaking the task within the Finance Services.
3.2 To Carry out any tasks commensurate with your role as directed by the Director or Corporate Services Manager.