Payments Assistant (Purchase Ledger) Payments Supervisor / Financial Accountant

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1 JOB DESCRIPTION POST TITLE: DEPARTMENT: Payments Assistant (Purchase Ledger) Finance SALARY SCALE: Scale 3 RESPONSIBLE TO: Payments Supervisor / Financial Accountant AIMS AND PURPOSES OF THE JOB To provide administrative and clerical support to the Payments Supervisor. To assist the Payments Supervisor with the operation of the Colleges financial systems and procedures. To be responsible for processing Purchase Ledger transactions and assisting with month end reporting. MAIN DUTIES/RESPONSIBILITIES 1. Maintain the College Purchase Ledgers which process invoice payments to suppliers. 2. Maintain Purchase Ledger records, match invoices to PO s, investigate debit balances and reconcile supplier statements. 3. Liaise with departments within the College concerning the authorisation of invoices and raising of purchase orders. 4. Processing of monthly transactions relating to purchases made by the College s GPC cardholders. 5. Processing of monthly transactions relating to Direct Debits taken from the College s bank accounts. 6. Liaise with suppliers regarding invoice and payment queries 7. Maintain manual and computer based filing systems 8. Distribute incoming departmental mail and handle outgoing mail

2 9. To produce working documents and spreadsheets as necessary to assist in the preparation of the annual statutory accounts in accordance with specified funding body guidelines and accounting standards. 10. Data entry of financial information as requested. 11. To carry out month and year end financial procedures as instructed. 12. To assist other members of the finance team as necessary, providing cover for holiday and sickness. This in particular within the section managed by the Payment Supervisor which includes:- a. Sales ledger processing b. LSF bursary processing 13. To assist as appropriate with other duties as directed by the Payments Supervisor and Financial Accountant GENERAL ACCOUNTABILITIES To take direct responsibility for own continuous professional development To participate in the College s Performance Development Review Process. To undertake such other duties as are commensurate with the grade and purpose of the post. To comply with the requirements of the Health and Safety at Work Regulations. To take reasonable care for the health and safety of him/herself and for others affected by his/her work and to co-operate with the employer in ensuring that the Health and Safety responsibilities are carried out. To comply with the requirements of College Equality and Diversity policy. This Job Description is current at the date shown below, and is a guide to the work you will be required to undertake. In consultation with the post holder, it may be changed from time to time by the College to meet changing circumstances. December 2014

3 CONDITIONS OF SERVICE The appointment is subject to the Conditions of Service for Business Support Staff. SALARY The salary range for this post is from 16,105-17,262 per annum. The salary will be at a fixed point within the relevant pay scale and will be dependent upon qualifications and experience. SAFEGUARDING The College is committed to safeguarding and promoting the welfare of children, young people and vulnerable adults, and expects all staff and volunteers to share this commitment. All newly appointed staff will be required to undertake safeguarding training following their appointment. HOURS OF WORK The hours of work will be based on 37 hours per week. 8.30am-5.00pm (Monday-Thursday) 8.30am-4.30pm (Friday) ANNUAL LEAVE The post carries 25 annual leave days, with an additional eight public bank holidays plus a further five concessionary days as leave to be taken at the Principal s discretion. PENSION SCHEME The College operates an occupational pension scheme, namely the Local Government Pension Scheme. PROBATIONARY PERIOD All newly appointed staff have to serve a 6 month probationary period. LOCATION The successful applicant will be based at Redditch, but will be required to work at other locations from time to time. MEDICAL The successful applicant will be required to satisfy the Medical Officer as to his/her fitness to carry out the duties of the post. VALIDATION OF QUALIFICATIONS The College will undertake qualification validation by writing to the appropriate educational institute. Only those qualifications which are essential for the post will be followed up.

4 RECRUITMENT OF EX-OFFENDERS The College is committed to the fair treatment of its staff, potential staff or users of its services, regardless of race, gender religion, sexual orientation, responsibilities for dependants, age, physical/mental disability or offending background. As an organisation we use the Disclosure & Barring Service (DBS) to assess the suitability of all prospective appointments. We undertake not to discriminate unfairly against any subject of a Disclosure on the basis of conviction or other information revealed. Applicants/employees are required to declare any pending criminal prosecutions they may have as well as any spent criminal convictions, cautions, reprimands and final warnings as defined under the Rehabilitation of Offenders Act 1974 (Exceptions) Order The only exception to this requirement is that applicants/employees do not need to disclose any protected cautions, or convictions as defined by the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975 (Amendment) (England and Wales) Order Please read the Guidance Note to applicants on disclosing information about cautions and convictions in their application document before you complete your application form. Having a criminal record will not necessarily bar you from working with us. This will depend on the nature of the position and the circumstances and background of any offences. DISCLOSURE & BARRING CHECK A Disclosure & Barring Service check will be sought for the successful applicant. The College adheres to the DBS Code of Practice and has policies covering the Recruitment of Ex- Offenders and the Secure Storage, Handling, Use, Retention and Disposal of Disclosures and Disclosure Information. Copies of these are available on request. TRAINING Undertake any appropriate training and development as required, including Health and Safety. SMOKING POLICY For health and safety reasons, the Heart of Worcestershire College has a smoke-free environment in all its buildings and premises.

5 PERSON SPECIFICATION POST DEPARTMENT PAYMENTS ASSISTANT PURCHASE LEDGER FINANCE ESSENTIAL DESIRABLE Attainments (eg Qualifications, Experience) Level 2 Maths and English Word processing & spreadsheet skills. Studying AAT General Skills Experience in a Financial environment. Use of computerised financial systems Specific Special Skills Ability to retrieve, collate and analyse information. Interest In updating skills and knowledge particularly database skills. Efficient and organised Effective communicator Disposition/Per sonal Qualities Able to prioritise. Conscientious and self-motivated. Proactive and flexible. Team worker. General Points Patience Tolerance