Setting Up A Payroll and Other Accounting Information Systems

Transcription

1 JOB TITLE: TEAM: GROUP: LOCATION: REPORTS TO: Accountant Finance Finance & Resources Stratford Finance Manager GRADE: 7 HOURS: 28 per week Context and Purpose of the Job The Refugee Council s Finance team supports our activities across England. Effective Finance systems are crucial in ensuring operational effectiveness, value for money and transparency to supporters and clients. The main purpose of the Accountant is to assist the Finance Manager in the prompt provision of management and financial accounting information services to the Charity. This includes setting up new Management Information systems to ensure that information produced adds value to decision making. The Accountant will also be expected to carry out transaction processing, reconciliations, support to budget holders, and financial returns to funders. Postholders are also expected to share in general administrative support responsibilities for the team and some financial transaction processing duties. Main Duties and Responsibilities 1. Management and Financial Accounting 1.1. To take the lead in the development and provision of financial management information To produce Monthly Management Accounts for review by the Finance Manager and Executive Director of Finance & Resources 1.3. To control and produce regular reconciliations for a range of balance sheet accounts; including bank, payroll and accruals To provide timely and accurate management information for decision making To liaise with users of management information in order to enhance their understanding of financial information To assist in the production and delivery of budget holder training. Page 1 of 5

2 1.7. To undertake variance analysis and investigations as required, and create and post corrective journal entries as required on the management and financial accounts Posting of regular journals and accruals for month end and year end purposes Under guidance from the Finance Manager, to prepare and check VAT and PAYE returns and other returns to statutory bodies as appropriate 2. Budgeting and re-forecasting 2.1. Play an active part in the budget planning cycle, both annual and longer term 2.2. To support budget holders in the budget setting process 2.3. To assist in the preparation of the annual organisational Budget and supporting documentation. To include liaison with budget holders and assist in the importing into the accounting system 2.4. To set up training sessions for budget holders on budget planning. 3. Payroll 3.1. Manage the process to ensure all salary data (starters, leavers, pay changes, deductions etc ) is input into ADP payroll system within the fixed processing timescales 3.2. Review draft payroll reports from ADP and liaise with ADP on any changes required ensuring all data is correct prior to Director approval Produce reconciliation of changes in monthly gross and net salaries 3.4. Provide data to pension providers of monthly pension contributions 3.5. Produce monthly reconciliations for all payroll control accounts and take lead on resolving any issues arising 4. Systems administration and procedures manual 4.1. To act as the main systems administrator for finance systems including Dynamics GP, ADP (payroll), FRX, and any other finance systems which may be used from time to time; to act as the key contact for users, suppliers and the IT team; to resolve issues with the systems in liaison with users, suppliers and the IT team; to escalate more complex issues to the Finance Manager; to assist in the co-ordination of systems upgrades and improvements under guidance from the Finance Manager To set up and maintain records and access rights for all finance systems users 4.3. To set up and maintain the chart of accounts and budget holder coding lists 4.4. To undertake month end and year end adjustments and systems procedures 4.5. To ensure all finance forms, templates and user guidance notes are kept up to date for coding, system and other changes, collect all necessary information effectively and are user friendly 5. General 5.1. To respond to all correspondence (post, fax, telephone, etc) from staff, volunteers, suppliers, customers and other finance users on a timely basis, providing high quality customer service; to escalate more complex queries to the Finance Manager as necessary 5.2. To attend key meetings internally and with suppliers and customers as required; to build links with other teams to ensure a comprehensive service to all finance users 5.3. To share in general administrative support responsibilities for the team, including post opening, records management including scanning, filing and archiving, procedures manual updates 5.4. To help cover the work of other team members as necessary Page 2 of 5

3 Additional Information Health & Safety The post holder is responsible for: Cooperating with the Refugee Council in delivering all legal responsibilities in respect of your own and your colleagues, volunteers, clients and others health and safety whilst at work. Becoming familiar with the Refugee Council s Health & Safety Policy and procedures including evacuation procedures at your workplace. Carrying out risk assessments of your own work and especially of your own workstation to ensure that you do not expose yourself or others to unnecessary risk. Flexibility In order to deliver services effectively, a degree of flexibility is needed and the post-holder may be required to perform work not specifically referred to above. Such duties will, however, fall within the scope of the job, at the appropriate grade. The job description will be subject to periodic review with the post-holder to ensure it accurately reflects the duties of the job. Equal Opportunities Statement As part of its recruitment policy, the Refugee Council intends to ensure that no prospective or actual employee is discriminated against on the basis of race, sex, nationality, marital status, sexual orientation, employment status, class, disability, age, religious belief or political persuasion, or is disadvantaged by any condition or requirement which is not demonstrably justifiable. Flexible Working This job cannot be carried out working from home Personal Effectiveness With the support of their manager the post-holder will need to effectively manage their own workload and medium and long term plans and objectives. Page 3 of 5

4 JOB TITLE: Accountant Qualifications 1. Part qualified accountant (ACCA, CIMA, CIPFA, ICAEW or equivalent). Candidates who only have an AAT Accounting Qualification or equivalent but are actively studying towards one of these qualifications and have exceptional relevant experience will also be considered. Experience 1. Relevant accounting experience (management accounting and financial accounting). 2. Excellent technical accounting and analytical skills including the use of spreadsheets and other Financial and management software tools 3. Experience of using and maintaining computerised finance systems, including extracting management data and report writing. 4. Experience of controlling and reconciling any or all of the following: bank; payroll; purchase ledger; sales ledger; and accruals balance sheet accounts Desirable 1. Experience of charity-specific accounting requirements, eg restricted funds, partial exemption VAT 2. Experience of preparing and delivering systems user and budget holder training 3. Experience of producing financial project reports to external funders 4. Experience of using and/or managing payroll systems Knowledge, skills and abilities 1. Able to demonstrate a thorough understanding of general accounting principles and key financial controls Page 4 of 5

5 2. Highly computer literate; able to quickly learn and become proficient in new systems and processes 3. Excellent Excel skills, including regular creation and use of V lookup, SumIf, pivot tables etc 4. High degree of communication and interpersonal skills, with the ability to convey financial concepts and information to non-finance staff 5. Ability to manage own workloads to consistently meet strict deadlines, with a pragmatic approach towards achievement of goals and resolution of problems 6. Able to work independently and as part of a team, both within the Finance team and across the organisation 7. Adherence to and understanding of the principles of equal opportunities 8. A commitment to the work of the Refugee Council Desirable 1. Knowledge of payroll and employment legislation February 2015 Page 5 of 5