NHS (Scotland and North England) Credit Union Ltd

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1 NHS (Scotland and North England) Credit Union Ltd Job Description Position: Finance Officer Salary Scale: Organisations Background A credit union is a financial, not for profit, co-operative owned by its members. A credit union provides a variety of financial products and services to its members who are linked through a common bond / field of membership. Credit unions are authorised and regulated by the Financial Services Authority as a deposit taker and are part of the Financial Services Compensation Scheme offering deposit protection to its members. The NHS Credit Union was created in 1998 primarily to offer services to NHS staff employed within the Southern General Trust in Glasgow. It has since expanded its regional common bond area to encompass NHS employees and their linked family members throughout the whole of Scotland and North England (North East, North West and Yorkshire / Humber regions). Organisation Structure Board of Directors General Manager Operations Supervisor Finance Officer Senior Membership Services Officer Marketing Consultant Clerical Officer Business Support Officer Membership Services Officer 1 Marketing Sub- Committee Membership Services Officer 2 Membership Services Officer 3 1

2 Job Purpose Take a lead role in the preparation, negotiation and performance management of the Credit Unions complex portfolio of Membership services and support costs for the Organisation. The post-holder will be a highly organised and motivated self-starter. Other key working relationships includes liaison with the General Manager and Board of Directors, ensuring targets and objectives are achieved and monitored. The post-holder has responsibility for supervising the Clerical Officer and Business Support Officer on a day-today basis to ensure that a high quality service is given to all members. The post-holder will also have full responsibility for deputising for the Operations Supervisor in times of absence together with support from the Senior Membership Services Officer. The post-holder will develop and monitor activity linked objectives. The post-holder will ensure compliance with all legal and technical requirements in relation to the Organisations financial management whilst managing and controlling associated risks. Ensure timely distribution of regular monthly and quarterly activity / finance reports to the General Manager and Board of Directors and take responsibility for checking accuracy and reliability of reports. Main Duties/Responsibilities General Membership Services Plans own workload to ensure timetabled events are met efficiently and effectively. Provides relevant support to other membership services dependencies (loan functions). Works at all times within the policy and procedure framework. Attend training courses and conferences at the discretion of the Board. Link to Business Continuity Planning function. Link to development / monitoring and review of Key Performance Indicators for General Manager and Board. Deputising Relationship Manager for outsourced credit control function (link to General Manager) Link to management reporting and product analysis including reference to Internal Audit Committee where required. Providing assistance to other team members, where additional resources are required. General - Payroll Function Preparation / processing and review of membership contributions on a weekly and monthly basis. Build and maintain relationships with payroll services within the common bond area s. 2

3 Main Duties/Responsibilities cont.. General - Payroll Function cont. Supervise the processing of amendment / standing order and direct debit contributions on behalf of members. Missing / shorfall payroll exception reporting linked to the General Manager and external collections agency. Keep General Manager regularly updated on payroll contacts, closing dates and payrun numbers. Any other payroll related queries on behalf of member contributions. Link to staff training for payroll processing. Payroll co-ordination and systems development with individual NHS employers. General - Finance Function Support function for month end processes linked to the General Manager. Process general ledger transactions where necessary. Undertake daily bank reconciliations for all applicable accounts, processing all applicable debits / credits for each day. Process all invoice payments, member contributions, returned / rejected payments, remittance received, raise cheque payments and send BACS transfers. Keep filing records updated daily for all invoice / remittance / bank reconciliation payments. Checking of all audit reports. Comply at all times with Money Laundering Regulations relating to member transactions. Link to budget setting process and on-going review / variance analysis. Cash-flow management and link to treasury management functions. Day to day control of accounts payable function. Link to internal and external audit functions and preparation of year end accounting data. Key link for month end reporting to Treasurer. Link to banking arrangements. Processing of nominal audits linked to lending products, share withdrawals, invoice payment and member deposit activity. Compliance Function The post-holder must have, or achieve within probationery period, a comprehensive understanding of credit unions and the legislation governing them, including FSA compliance (CREDS), Joint Money Laundering Steering Group guidance, Data Protection Act, Financial Services Compensation Scheme (FSCS) and the Credit Union Legislation To be, or become, conversant, within probationery period, with all NHSCU policies and procedures and their relationship to service delivery. To be aware of internal compliance and regulatory requirements. To be conversant with Financial Ombudsman Scheme and internal complaints procedure. 3

4 Main Duties/Responsibilities cont.. Compliance Function cont. Implement and oversee Treating Customers Fairly Initiative for all members Money Laundering Reporting Officer responsible for internal and external reporting functions and transaction monitoring. Link to staff training for general compliance. Quality control officer for scanning system and link to the Internal Audit Committee. Provides relevant compliance and training support to General Manager and Operations Supervisor. Support General Manager and Marketing Consultant in approval of all financial promotions. To be conversant with the Financial Ombudsman Scheme and internal complaints procedure. Responsible for regularly reviewing and updating internal policies and procedures in relation to, Money Laundering, Data Protection and complaints. Responsible for keeping up to date with current and future legislation changes relating to compliance within the Credit Union. Ensure all literature is current and up to date and in line with legislation. Responsible for conducting monthly spot checks on new membership applications. Responsible for implementing proportionate controls and compliance regime. Procedures To be conversant with all NHSCU policies and procedures and their relationship to service delivery; To assist the General Manager and Operations Supervisor in relation to procedure development across all business areas Loan Assessment / Statistical Analysis Liaise with Senior Membership Services Officer to ensure that support from Clerical and Business Support Officers in relation to loan compliance areas is delivered effectively Staffing / Deputising Provide day to day support, supervision and advice to Clerical Officer and Business Support Officer. Rotate staff tasks to facilitate staff development, motivation and team efficiency. Distribute work on an equitable basis amongst team members. Manage and monitor staff effort and development. Is required to deputise for the General Manager with regards to Credit Control in times of absence. Is required to deputise for the Operations Supervisor in time of absence. 4

5 Systems Curtains Credit Union Database and Accountancy System (bespoke) Microsoft Office Financial Director Software Equifax Call-Credit Genisys Equipment and Machinery Personal computer and printer Microsoft Office and software, micro soft project, excel, access and internet Telephone / fax machine / tele conferencing and video conferencing Financial systems Photocopier General Office Equipment Decisions and Judgements The post-holder should be able to analyse and interpret incomplete, highly complex numerical and verbal data, to develop and consider a range of options and make judgements that support the delivery of the Organisations objectives and minimise risks. Work will be self generated through the service and include staff and workload areas that the post-holder has responsibility for. Work will also be generated by the General Manager and the Board of Directors. The post-holder will be expected to anticipate problems and take the necessary steps to resolve them. Performance will be reviewed by the General Manager. This post contributes to the effective strategic direction and operation of the NHS Credit Union. Communications and Relationships Internal Credit Union staff Board Directors 5

6 Communications and Relationships cont. External Members ABCUL Cuna Mutual Financial Services Authority Auditors Credit reference companies Banks Other credit unions Internal and External Committee Involvement Deputising role for General Manager and Operations Supervisor to internal and external committee / stakeholder groups as and when required. Most Challenging / Difficult Parts of the Job Able to analyse and interpret incomplete, highly complex numerical and verbal data and minimise risks. To lead, train and motivate staff in order to achieve quality membership service delivery. Managing heavy workload within tight deadlines. Maintaining good office relationships and levels of service during periods of increased workload and pressure as a result of expansion. Dealing with members who have a difficult change in financial circumstances. Dealing with members experiencing loan refusal or other request where unable to comply. Organisational change with regards to systems and procedures Knowledge, Training and Experience Required to do the Job Qualifications and Skills Essential Desirable HND in Finance and / or 5 years previous experience within a Financial Organisation or personal loans provider. Experience Essential Desirable Minimum of two years experience in delivering credit union products. Experience of working in a credit union, personal loans or financial services environment.. Financially literate, ability to collect and interpret financial data preparing reports for non-financial managers Knowledge of organisational policies and procedures. 6

7 Knowledge, Training and Experience Required to do the Job cont. Experience cont. Essential Desirable Supervisory skills. Comprehensive knowledge of CURTAINS computer system. Comprehensive understanding of personal loan environment. Behavioural Competencies Essential Desirable Excellent communication, interpersonal, negotiation skills. Ability to deal diplomatically with customers and senior management. (Diplomacy and discretion) Flexible and innovative approach Intuitive and proven team player Proactive self-starter Confidence in own ability Understanding of the business aspects of IT systems and applications. Ensures that technical and complex tasks are completed to a high standard Other Essential Desirable The ability to respond to alleged violations of rules, regulations, policies, procedures, and Standards of Conduct by evaluating or recommending the initiation of investigative procedures, and the ability to develop and oversee a system for handling such violations. The ability to identify trends, and report such trends to the General Manager. The ability to identify potential areas of compliance vulnerability and risk; develop / implement corrective action plans for resolution of problematic issues, and provides general guidance on how to avoid or deal with similar situations in the future. The ability to provide reports on a regular basis, and as directed or requested, to keep the Corporate Compliance Committee of the Board and senior management informed of the operation and progress of compliance efforts. The ability to institute and maintain an effective compliance communication program for the Credit Union, including promoting heightened awareness of Standards of Conduct, and an understanding of new and existing compliance issues, and related policies and procedures. 7

8 Job Description Agreement A separate job description will need to be signed off by each jobholder to whom the job description applies. Post Holders Signature: Date: General Manager / Managers Signature: Date 8

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