ABERDEEN CITY COUNCIL JOB DESCRIPTION

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1 ABERDEEN CITY COUNCIL JOB DESCRIPTION All employees are required to carry out their duties and responsibilities in accordance with the Council s Safety Policy and all other Council policies and legislation relevant to the job. *** All tasks will be performed ensuring accuracy and in accordance with the standards of behaviour and conduct set out in the Council s Statement of Culture. 1. JOB DETAILS Job Title: Assistant Accountant Job Description No: Service Group: Corp. Governance Section: Finance Grade (incl. SCP): G11 Job Profile: Version Date: 2. JOB PURPOSE The Assistant Accountant is responsible for assisting the Services Accounting team to provide financial support to the Directorates including support for the development of budgets, the monitoring of actual spend, the calculation of period end accounting adjustments, inputting to Committee reports and annual reporting. The post holder may be required to supervise the work of junior team members and/or take the lead with project or a project team containing team members of various grades. Within the scope of the Assistant Accountant role, the post holder is responsible for ensuring that within defined areas of work that Robust standard processes and high quality controls are in operation. Good use is made of technology to improve service quality, standardise processes, improve controls and improve overall efficiency. Procedures are documented and kept up to date. Service Level Agreement standards are achieved and reported. Service key performance indicator metrics are maintained and reported on a monthly basis. 3. REPORTING & RELATIONSHIPS Accountable to; Accountant Accountable for; Key Relationships; Supervision of junior team members Directors of Service Heads of Service Service Managers Budget Holders Head of Finance Services Accounting Manager Services Accounting Team Leaders Finance Partners Other Services Accounting team members Date: January 2011 Job Description - Assistant Accountant Final b Page 1 of 9

2 4. KEY TASKS 4.1 Provide high quality financial information including analysis of financial status and projected outturns. 4.2 Provide support to develop budgets, monitor budgets & savings and ensure significant items are correctly reported. 4.3 Input to reports including those for committees and SMT Highlights and support agreed elements of the preparation of annual accounts. 4.4 Ensure that correct accounting policies are being applied when budgeting and allocating actual spend. 4.5 Provide a link between finance and non-finance information and provide general finance advice and assistance. 4.6 Support the delivery & documentation of standard, efficient, controlled and effective processes. 4.7 Report the achievement of service standards on a monthly basis and actively promote continuous improvement across the team. 4.8 Support the development of a service culture within the team and support initiatives, from the Team Leaders, to develop the Finance services. 4.9 Prioritise work to ensure that agreed services, per SLA, are being delivered Support the development of staff of all grades Support the council s internal policies and procedures, such as Health & Safety, recruitment and staff communication. Date: January 2011 Job Description - Assistant Accountant Final b Page 2 of 9

3 5. ACTIVITIES BY KEY TASK 5.1 Provide high quality financial information including analysis of financial status and projected out-turns Develop and manage the production of standard accounting reports Confirm, understand and communicate the reasons for significant variances Develop ad hoc reports that address operational requirements Ensure that financial information tells a clear and complete story Highlight significant variances and provide analysis of options. 5.2 Provide support to develop budgets, monitor budgets & savings and ensure significant items are correctly reported Ensure that budget financial information is consistent with Directorate priorities Ensure that budget information is consistent with Council policies and guidance Ensure that budget assumptions are reasonable, captured and communicated Analyse spend profiles and ensure they are in line with budget and priorities Challenge budget holders on spend to date and obtain full explanations for variances Confirm that reported savings are inline with recorded financial information Escalate significant budget and savings concerns on a timely basis to enable corrective actions to be taken quickly. 5.3 Input to reports including those for committees and SMT Highlights and support agreed elements of the preparation of annual accounts Input and prepare reports to specified timescales, materiality and format, taking into account the final recipient s needs and financial knowledge Complete annual financial accounts sections using professional knowledge to ensure correct disclosures. 5.4 Ensure that correct accounting policies are being applied when budgeting and allocating actual spend Confirm the impact of changes in accounting policies and/or the introduction of new service initiatives with qualified team members to ensure adequate technical accounting support is provided. 5.5 Provide a link between finance and non-finance information and provide general finance advice and assistance Ensure that relevant financial information is supplied to SMT prior to the meeting to enable review and study by members Ensure that financial knowledge weaknesses identified within the Directorate are addressed quickly and adequately to help ensure the better management of resources Ensure that financial explanations are provided in a way that is easy to understand for non-finance team members Ensure that comprehensive advice is provided to address individual problems or issues Obtain necessary financial and tax advice from relevant specialists to enable accurate information to be provided. 5.6 Support the delivery & documentation of standard, efficient, controlled and effective processes Ensure processes are assessed to deliver a standard approach across the service Ensure that processes contain sufficient robust controls Ensure that all processes are documented (process map and step by step guidance) in a consistent manner Ensure that process documentation is kept up to date and that key processes are tested on at least an annual basis. Date: January 2011 Job Description - Assistant Accountant Final b Page 3 of 9

4 5.7 Report the achievement of service standards on a monthly basis and actively support continuous improvement across the team Capture and report performance indicators (KPIs), service issues and areas for action Report service KPIs on a monthly basis to the Team Leader Lead the identification of improvement opportunities and the implementation of projects Ensure that a reasonable business case is made for improvements Ensure that changes to processes as a result of improvement initiatives are adequately tested and communicated prior to being implemented. 5.8 Support the development of a service culture within the team and support initiatives, from the Team Leaders, to develop the Finance services Ensure service levels are communicated and monitored Ensure that fellow team members understand customer needs and how they are fulfilled Provide process input to Team Leaders to support new initiatives and research. 5.9 Prioritise work to ensure that agreed services, per SLA, are being delivered Assess workload and agree changes to priorities with line manager Cooperate with other team members to help deliver high service levels Support the development of staff of all grades Support the achievement of a breadth of work experience by individual team members by assisting in the development of work programmes Support team members when they are performing new roles Ensure that feedback on performance is provided in a structured and evidenced way that allows the recipient time to consider the views and respond to them Support the council s internal policies and procedures, such as Health & Safety, recruitment, staff development and staff communication Support the Council s policies by complying with them on a timely basis Support the Appraisal processes by meeting deadlines, providing evidence and establishing challenging SMART measures. Date: January 2011 Job Description - Assistant Accountant Final b Page 4 of 9

5 The above is intended to provide a description of the KEY TASKS and ACTIVITIES of the job. Duties and responsibilities attached to jobs may change from time to time without changing the general character of the duties or the level of responsibility entailed. 6. EXPECTED BEHAVIOURS Core Competencies Level 1 Level 2 Level 3 Level 4 Working with Others Acting with Integrity Customer Focus Achieving Results Continuous Improvement Being Accountable 7. HEALTH & SAFETY AT WORK RISK ASSESSMENT ACTIVITIES WITH RISKS ATTACHED (a) Potential hazards (b) Level of Risks VDU usage Travel (using own or public transport) to visit budget holders may be required Both Low (c) Action to be taken None 8. HEAD OF SERVICE Name: Signature: Date: Date: January 2011 Job Description - Assistant Accountant Final b Page 5 of 9

6 Aberdeen City Council Person Specification Service Group Job Title Grade Person Spec. No. Selection Criteria Essential Desirable Qualifications HNC or higher in Accounting, Finance or Business or significant experience in a similar role Educated to degree level Studying towards a relevant professional qualification Core Competencies Working with Others Acting with Integrity Encourages others to contribute to the team Actively co-operates with others for the good of the Service Willing to share and promote best practice Treats others with respect Respects diversity and cultural values Willing to challenge unacceptable behaviour in others Reliable and dependable Responds to others communication in a timely manner Upholds the image of the Council Recognises and values the contribution of others Makes time available to support others Date: January 2011 Job Description - Assistant Accountant Final b Page 6 of 9

7 Aberdeen City Council Person Specification Selection Criteria Essential Desirable Customer Focus Achieving Results Delivers a courteous, professional service Understands service standards and accepts responsibility for consistently delivering services to these standards Thinks about situations from the customers' point of view Responds quickly to customer enquiries and requests Deals with complaints and difficult situations in a constructive way Understands the requirements of the job Complies with requirements of the job Manages own time effectively to meet deadlines and objectives Takes pride in producing accurate, complete and consistent work Doesn t give up when faced with obstacles or setbacks Date: January 2011 Job Description - Assistant Accountant Final b Page 7 of 9

8 Aberdeen City Council Person Specification Selection Criteria Essential Desirable Continuous Improvement Looks for better ways of achieving objectives to improve service delivery Open to changing practices and procedures which hinder rather than help Willing to change ideas/ perceptions based on new information/ evidence Being Accountable Providing a Safe and Healthy Working Environment Understands and complies with all procedures and standards relevant to the role Takes responsibility for own actions Takes responsibility for using Council resources in an appropriate manner Delivers on what's promised and keeps relevant parties advised when unable to Prepared to admit mistakes and learn from these Motivates employees to work in a safe and healthy manner Prepared to take risks within agreed boundaries Encourages new ideas and suggestions for improvement Plans and monitors health and safety performance Job Specific Competencies (gained through knowledge and experience) Essential Experience of working in Accounting in a large organisation. Desirable Experience of public sector finance Date: January 2011 Job Description - Assistant Accountant Final b Page 8 of 9

9 Job Specific Competencies (gained through knowledge and experience) Aberdeen City Council Person Specification Essential Ability to create clear and concise reports that contain reasoned recommendations. Ability to work with a team and to create pragmatic solutions to problems. Desirable Ability to create sound evidence based arguments to support recommendations. Ability to manage small projects from initiation to final delivery. Ability to create confidence in own ability with managers. Ability to plan own work and that of others to meet deadlines. Ability to assess competing priorities and to establish a robust methodology for their resolution. Ability to establish and maintain good working relationships internally and externally across a range of grades and technical abilities. Ability to work on own initiative. Ability to generate creative options to address challenges. Computer literate (Excel, Word and PowerPoint). Ability to recognise the impact of potential future events and to make adequate contingency plans. Ability to identify risks and to ensure that they are adequately managed. Ability to work creatively within rules, standards and processes. Ability to assess service requirements and provide proactive solutions. Date: January 2011 Job Description - Assistant Accountant Final b Page 9 of 9

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