AIMS AND RESPONSIBILITIES OF THE ROLE

Transcription

1 JOB DESCRIPTION Post Purchase Ledger Administrator Job Family Specialist, Professional and Administrative Grade 4 Role code FINPL006 Status Full time Contract Type Permanent Reporting to Management Accountant AIMS AND RESPONSIBILITIES OF THE ROLE This role is responsible for the accurate and timely payment of both supplier invoices and employee expenses. The role will have an end-to-end view of the Purchase to Pay process and whilst championing adherence to process compliance the role is expected to strongly influence continuous improvement throughout the whole process. TANGENTIAL WORKING LINES Finance Team Human Resources School Purchase Order Administrators External Suppliers Deputy Student Centre Manager HR@Central Purchase Ledger Administrator Page 1 of 7

2 DUTIES AND RESPONSIBILITIES The range of responsibilities and duties of this role will include the following, although priorities may change in line with the development of the role and other duties may be allocated from time to time. Service Delivery Purchase Ledger To maintain supplier records and accurately input invoices onto the accounting system (Microsoft Great Plains) via the electronic ordering system, Compleat. To administer the purchase order process end to end. To provide monthly aged creditor report for review with the Management Accountant and regularly reconcile accounts against supplier statements. To provide ad-hoc supplier account analysis to inform procurement decision making. To provide process front-end training/updates on a regular basis To prepare weekly BACS payment runs as and when appropriate. To reconcile the BACS control account taking corrective action when necessary. To prepare and input monthly purchase/recharge journals. To undertake purchase order analysis with a view to informing both monthly/year-end accruals and prepayment release schedules informing future monthly charges to the income and expenditure account. To undertake non-compliance monitoring and reporting Liaison and Networking Planning & Organising Employee Expenses To process staff expenses on Microsoft Great Plains, professional services invoices. To process weekly payment runs of BACS. To reconcile the BACS control account. To process and pay floats, salary advances and season ticket loans. To process and pay American student loan remittances. To maintain excellent and effective lines of communication and professional relationships with all staff at Central in particular, the Human Resources department, suppliers and procurement process users in order to meet tight deadlines and raise process awareness across the School. To plan and organise workload around key deadlines, weekly Supplier payment run and month-end processes. To plan flexibility into timetable in order to accommodate emergency/urgent payment requests. To organise adjustments to paperwork in light of legislative changes which may impact expense claim forms. HR@Central Purchase Ledger Administrator Page 2 of 7

3 Information Review, Analysis and Scholarship To promote continuous improvement across processes and ways of working by remaining up to date with IT developments/procurement initiatives and payroll/pension related legislation changes Teamwork & Motivation Initiative & Problem Solving Decision Making Process & Outcomes To contribute to the Finance teams performance aimed at providing customer focused support whilst ensuring compliance with financial regulations and procedures. To be prepared to deputise for other members of the team. To be quick to adapt and be prepared to go the extra mile to meet the challenges of both role and the business. To proactively propose changes to financial systems and processes in order to accommodate external changes/impacts as appropriate for example: new tax/payroll information. To be able to lead/assist with the implementation of subsequent changes or developments as necessary. To manage, administer and resolve queries from students, staff and suppliers as appropriate. To contribute to the decision making process through the provision of accurate and timely analysis across procurement and payroll as and when required. To ensure procurement analysis aimed at capturing value for money in the longer term. These guidelines are provided to assist you in the performance of the contract. Central is a dynamic organisation; therefore changes may be required from time to time. Any changes will be made in consultation with the post-holder. The Duties and Responsibilities are not intended to be an exhaustive list of tasks performed. Other associated tasks are likely to be performed as directed by the line manager. It is accepted that individual staff will have the specialist skills and knowledge base in relation to the role they have been appointed to. In addition to this Central expects that all staff will conduct themselves in a professional and courteous manner at all times and have particular regard to their responsibilities under the Central s Equalities, Financial, Human Resources and Health and Safety policies and procedures. HR@Central Purchase Ledger Administrator Page 3 of 7

4 Person Specification Competency Description / Desirable Knowledge and Experience Experience of working in a Finance department with Purchase Ledger and payments administration experience. Evidence A commitment to develop and keep at the current edge of accounting/vat knowledge and new legislation as appropriate and to be able to communicate updates to relevant staff. A bookkeeping or accounts qualification (AAT or equivalent qualifications). Desirable Form/Certificates Educated to GCSE grade C or equivalent in English and Maths. Form/Certificates Experience of using Microsoft packages especially Word, Excel and Outlook. Strong analytical skills. Experience in planning and prioritising administrative tasks effectively and appropriately in order to meet conflicting deadlines Communication Excellent verbal and written communication skills. Ability to communicate clearly and persuasively using a variety of methods (written, , telephone, face to face) Teamwork and Motivation The ability to work with others in a way that reduces conflict and resolves problems. The ability to act as a role model/mentor for new staff joining the team. Liaison and Networking The ability to interact and engage at all levels across the organisation. Decision Making and Processes Outcomes The ability to work on own initiative when organising urgent/ad-hoc payments whilst at the same time complying with all internal sign-off protocols. Planning and Organising To have a flexible approach to planning workloads around the needs of the business/service. Excellent time management skills. HR@Central Purchase Ledger Administrator Page 4 of 7

5 Behavioural Characteristics Behaviour Characteristics Role model Has a deep sense of own core values and operates within personal boundaries. Deals with personal data and information in a highly professional manner and within the boundaries of relevant legislation, such as the Data Protection Act. Personal credible Interpersonal skills Influencing skills Shows enthusiasm to broaden own experience, knowledge, skills and self-insight. Offers sensible, impartial advice and is considered as wise counsel. Builds trust of employees and managers by consistently giving carefully thought-through advice. Seeks to understand how to influence within the culture, governance frameworks and politics of the organisation. Driven to deliver Demonstrates a consistently strong bias for action and desire to deliver. Focuses own activity on the agreed priorities, getting things done efficiently and effectively. Change focus Regards change as the opportunity to review practice, learn and improve service. Curious Reflects, analyses and tests ideas and insights with others. Decisive thinker Ensures details and facts are correct, complete and consistent, ensuring that conclusions drawn from the information are built on solid foundations. Uses experience, standard procedure and common sense to make decisions. Confidentiality Respects and promotes a high level of confidential working/information at all times. Collaborative Makes a positive contribution to the team, supporting colleagues in their day to day activities. HR@Central Purchase Ledger Administrator Page 5 of 7

6 TERMS AND CONDITIONS OF EMPLOYMENT Contract type Remuneration Full-time, Permanent Grade 4: 27,464-30,321 per annum including London Weighting. Employees are appointed to the first increment of the advertised pay Grade. Hours of work Location Period of notice Eligible for annual increments, subject to satisfactory performance. Subject to the Working Time Regulations, full-time employees are required to work such hours as are reasonably necessary in order to fulfil the duties and responsibilities of the post with minimum on-duty hours of 35 hours per week. Swiss Cottage 3 months EMPLOYEE BENEFITS Annual leave Pension Death in service Staff development Season ticket Loan Salary sacrifice schemes All full time role holders are entitled to 35 working days per annual leave year. This amount is inclusive of seven closure days taken around public holidays in December, January, March and April. Central operates the Local Government Pension Scheme for all Specialist, Professional and Administrative staff. All staff benefit from Central s Death in Service scheme. Central pay the whole costs of the scheme which is insured with a leading insurance company. The scheme provides a capital sum, payable in the event of your death before your Normal Retirement Date of two times Basic Salary at the date of your death, payable to your beneficiaries, or to your estate. Cover is provided 24 hours a day, and death for any reason. Central has an appraisal scheme in place that aims to provide a focussed, evaluative review of employee performance against agreed objectives. The objectives are drawn from the Corporate Plan and other related documents for the year ahead. The appraisal process is also used as an opportunity for individuals to discuss training and development needs with their line manager. All employees are eligible to apply for an interest free annual season ticket loan. Central operates the Childcare Voucher and Cycle to Work salary sacrifice schemes. HR@Central Purchase Ledger Administrator Page 6 of 7

7 APPLICATION PROCEDURE Central encourages and accepts application forms by . If you wish to return your application form electronically please send it as a word attachment to: jobs@cssd.ac.uk Central aims to shortlist all applications within 2 weeks of the advert closing date. If you do not hear from the HR department within this timeframe, please assume that your application has been unsuccessful. Closing date 9am Monday 18 January 2016 Please note applications which are received after this time will not be accepted. Interviews & Assessments Wednesday 27 January 2015 A formal offer will be made to the successful applicant, subject to satisfactory references. The successful candidate will be expected to be available to commence employment as soon as possible. Please note that Central does not reimburse travel expenses. The Royal Central School of Speech and Drama is dedicated to Equal Opportunities in employment and seeks to achieve diversity amongst its staff to reflect the community it serves. HR@Central Purchase Ledger Administrator Page 7 of 7