JOB DESCRIPTION. Assistant Directors of Accounting and Financial Services & Financial Management.

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1 JOB DESCRIPTION Title of Post: Assistant BSTP/Shared Services Accountant Grade/ Band: Band 5 Directorate: Reports to: Accountable to: Initial Location: Hours: Finance BSTP / Shared services Senior Accountant Assistant Directors of Accounting and Financial Services & Financial Management. Franklin Street, Belfast Full- time (37.5hpw) With effect from Monday 3 February 2014 all correspondence regarding the recruitment process will be via . Applicants should note that it is essential that they provide an accurate and functioning address on their application form. It is the applicant s responsibility to ensure that they provide this address and check their Junk mailbox in relation to this also. BSO Finance wishes to recruit an assistant accountant to work within its BSTP / Shared Services accounting function. Job Purpose The post holder will work under the supervision of the BSTP / Shared Services Senior Accountant and will be expected to undertake a course of study to complete a recognised accountancy qualification. The postholder will be both a member of the Accounting and Financial Services (AFS) and the Financial Management (FM) teams. Under AFS, the postholder will provide assistance in the finalisation and on-going maintenance of the charging model for shared services. Under the Financial Management (FM) team, the postholder will assist in the preparation of regular management information for each of the four shared services centres. In addition the postholder will work with the preparation of monthly financial information in relation to BSTP capital and revenue project costs. Main Responsibilities Shared Services Accounting In liaison with the Shared Services Senior Accountant ensure the production of timely and accurate monthly financial reports in respect of the shared services centres. 1

2 Prepare monthly journals and accruals required for the completion of the monthly accounts. Review monthly expenditure by transaction types and investigate unexpected spend and where required, make necessary adjustments or review with budget holder or service manager to secure explanations and ensure proper financial control is maintained. Prepare monthly reports for budget holders with variance analysis and commentary. Assist in the Latest Best Estimate (LBE) forecast for Shared Services ensuring break even position is maintained. Contribute to ensuring strong internal financial controls within Shared Services. Liaise with external and internal auditors in respect of in year and year end audits. Assist with the preparation of year end statutory accounts and working papers for the year end audit file. Assist in annual budgeting process for each Shared Service Centre and liaise with each Heads of Services and the Assistant Director of Shared Services to prepare and finalise. Assist with month end procedures and the resolution of queries associated with the production of the monthly and annual accounts. Project Accounting/BSTP Provide support and monitoring of projects (capital and revenue expenditure) under the BSTP and liaise with project teams. Liaise with the BSTP/Shared Services Senior Accountant in providing monthly reporting to the Programme Director with variance analysis and forecasting of future spending (highlighting significant funding pressures). Review monthly expenditure by transaction types and investigate unexpected spend and where required follow up with journal adjustments or liaise with budget holder to secure explanations and ensure proper financial control is maintained. Assist in the annual budget setting process for BSTP. Provide ad-hoc financial information to key stakeholders. Liaising with external and internal auditors in respect of internal and year end audits. Shared Services Charging Model 2

3 Assist in the on-going development and finalisation of the Shared Services charging model. Work with the BSTP/Shared Services Senior Accountant to develop standard procedures for the updating and monthly maintenance of the charging model. Support the on-going maintenance of the charging model, inputting key monthly financial information, ensuring accuracy and charging outputs are accurate and reasonable. Instruct with the Income Shared Services Centre on the monthly/periodic invoices (recharges) relating to shared services costs for HSC organisations. Provide regular chargeback reporting to Trust clients with commentary on any variances between budget and actuals. Post journals required each month to ensure Shared Services management accounts are complete and contribute to BSO breakeven position. Assist in resolving any ad-hoc queries in relation to the charging model. General finance responsibilities This role will provide the successful candidate with the opportunity to assist with and provide cover for other functions within core finance which are likely to include the following: Reconciliation of control accounts System administration responsibilities Contribute to overall financial governance Banking and treasury management responsibilities Capital accounting Provide cover for client accounting as required Other ad hoc finance projects E-procurement support as required Undertake any other duties which may be required within the level of this post. Training will be provided in all of the above areas to enable the successful candidate to perform the duties required by the post. People management and development To develop and maintain effective working relationships with colleagues and staff throughout the organisation to ensure achievement of BSO objectives and the effective functioning of the finance directorate. 3

4 To participate in the BSO s Performance Review Scheme and proactively seek out development opportunities. General Responsibilities: To assist the Business Services Organisation in the fulfilment of its statutory duty under Section 75 of the Northern Ireland Act 1998, to promote equality of opportunity and good relations, and also the Human Rights Act 1998 and the Disability Discrimination Order To support the Business Services Organisation in meeting its obligations under Risk Management by adhering to the controls assurance standards identified in the Risk Register. All duties must be carried out in compliance with Health and Safety Policy and statutory regulations. Records Management: All employees of the BSO are responsible for all records held, created or used as part of their business within the organisation including patient/client, corporate and administrative records whether paper-based or electronic and also including s. All such records are public records and are accessible to the general public, with limited exceptions, under the Freedom of Information Act 2000, the Environmental Information Regulations 2004 and the Data Protection Act Employees are required to be conversant with the organisation s policy and procedures on records management and to seek advice if in doubt. This job description is subject to review in the light of changing circumstances and is not intended to be rigid and inflexible but should be regarded as providing guidelines within which the post holder works. Other duties of a similar nature and appropriate to the grade may be assigned from time to time by the Assistant Director of Accounting and Financial Services. Please note that the Business Services Organisation operates a No Smoking Policy and all employees MUST comply with this. We are an Equal Opportunities Employer 4

5 Business Services Organisation PERSONNEL SPECIFICATION POST: Assistant BSTP / Shared Services Accountant BAND: 5 REPORTS TO: BSTP/ Shared Services Senior Accountant RESPONSIBLE TO: Assistant Directors of Accounting & Financial Services and Financial Management Applicants must clearly demonstrate in the application form evidence of the qualifications and experience noted below. Only information contained in the application form will be considered at the shortlisting stage. ESSENTIAL CRITERIA 1. Qualifications/Education and Experience 1.1 (a) University degree in a finance or related subject or other third level qualification and one year s relevant* finance experience OR (b) 3 years relevant* finance experience 1.2 Experience in the use of a financial accounting system; and Microsoft office applications particularly Microsoft excel and word. 1.3 Excellent communication and interpersonal skills to meet the needs of the post in full. 1.4 An ability to work on own initiative and with others in a team. 1.5 An ability to prioritise and meet deadlines. 1.6 Must be willing to commence a course of study leading to an accountancy qualification. Relevant experience: *Relevant experience is defined as working in an office in a financial environment, e.g. making payments, preparing invoices, receipting cash, working in payroll, capital accounting, working with budgetary reports or reconciling bank or other control accounts. 5

6 DESIRABLE REQUIREMENTS 1. Part qualified or have commenced studying for or be enrolled to undertake an accountancy qualification (CIMA, CIPFA, ACCA, ACA or other equivalent qualification) as at 1 January Applicants please note: Whilst elements of the essential criteria of the Personnel Specification will form the basis for shortlisting, these may become more stringent by tightening of the current criteria. In addition to shortlisting, applicants should be aware that there may be a preliminary stage to the selection process and further details will be provided at the appropriate time if this is to be the case. A shortlist for candidates for interview will be prepared on the basis of the information contained in the application form. It is, therefore, essential that all applicants demonstrate through their application, how and to what extent their experience and qualities are relevant to this post and the extent to which they satisfy each criterion specified. * The appointment is subject to proof of the attainment of any qualifications deemed essential to the post and used as a basis for shortlisting. Failure to provide evidence of the required qualifications prior to taking up the post will result in the offer of employment being withdrawn. All appointments to the BSO are subject to assessment by the Occupational Health Service. Please note that the BSO operates a No Smoking policy and all employees MUST comply with this. We are an Equal Opportunities Employer 6

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