JOB DESCRIPTION. Finance Officer. (Purchase Ledger) Finance Assistant. (Purchase Ledger)

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1 JOB DESCRIPTION 1. JOB TITLE: Finance Assistant (Purchase Ledger). 2. HRMS REFERENCE NUMBER: HRMS/ ROLE CODE: FAF 4. DEPARTMENT: Finance 5. ORGANISATION CHART: The post reports to the Cost Accountant but interacts particularly closely with both the duties of the Project Accountant and with the Purchase Ledger Team. Cost Accountant Finance Officer (Purchase Ledger) Finance Assistant (Purchase Ledger) 6. JOB PURPOSE: The role involves working in a team of 5 to process all supplier invoices and procurement card transactions on the University finance system. 7. BACKGROUND INFORMATION: Annual expenditure in the University s Consolidated Accounts was 83 million in Processing payments correctly, maintaining appropriate records and evidence of expenditure is vital for effective financial control. The University relies on the accuracy of the post holder to avoid financial loss to the institution. The post holder must have a sound knowledge of the financial rules and procedures and be able to audit the invoices as they are received in Finance.

2 8. WORK PERFORMED AND/OR KEY RESULT AREAS: The duties detailed below are not exhaustive but provide an indication of the work involved, and the knowledge, experience and skills that the post holder should possess. a) Processing invoices for payment by BACS Stamp, number and record incoming invoices. Identify invoices offering settlement discount and ensure payment is made within the settlement period. Identify invoices with discrepancies and distribute invoices to authorised University signatories for approval. Check invoices with the University s online purchase ordering system for valid authorisation and compliance with University Financial Regulations, particularly the requirements relating to quotes and tenders. Match invoices to online purchase orders, investigate and resolve discrepancies. Ensure nominal codes are correct by reference to orders. Update manual invoice register for batched invoices. Set up and maintain supplier account details. Input batches to computer, ensuring validity of supplier code by individual invoice. Print Audit Trails, check totals to the batch register, and initial the register to signify matching. Follow payments procedure for payment by BACS and cheque. File paid invoices in numerical order. Identify invoices that have to be accrued/prepaid in accordance with Year- end processes. b) Procurement Card Processing Check expenditure on the procurement cards to ensure valid receipts have been obtained and have been uploaded to the online SDOL website. Check all expenditure and ensure all subsistence allowances and accommodation rates conform to University Financial Regulations and limits. Liaise with departments to ensure all transactions on the card have been reviewed and approved according to limits and approved University Signatories. Check nominal coding and raise Journals where required. c) Supplier statements and queries Ensure that University obligations to suppliers are met in order to avoid legal action for the recovery of debts and to maintain continuity of supply. Reconcile supplier statements on a monthly basis and investigate discrepancies.

3 Resolve supplier queries promptly and professionally. d) Other duties, as required, which may include raising cheques and other manual payments and checking expenses claims. 8.1 Communicating Effectively The role holder is required to initiate communication with suppliers and internal colleagues to resolve queries with invoices and purchase orders. Internal communication will be up to senior management level. Communication may be by telephone, face to face, or other written correspondence. Responding to these enquiries may involve conveying straightforward or complex financial information in a clear and accurate manner. Post holder should be able to convey information to persons from a nonfinancial background. 8.2 Leadership and Working Collaboratively The post reports to the Finance Officer (Purchase Ledger) but will work closely with budget holders and administrators to ensure invoices and procurement card transactions are passed for payment promptly. The role will involve working as part of the Finance department and within the wider University community. 8.3 Liaison and Networking Within the University the post holder will develop a close working relationship with members of the team. They will also have some contact with colleagues from suppliers. The post holder will respond to enquiries from colleagues, which may include providing direct financial support to budget holder or administrators as required. 8.4 Delivering a High Quality Standard of Service The University expects a high quality of service to ensure that suppliers are paid within contract terms. The University relies on the accuracy of the post holder to avoid financial loss to the institution, so numerical accuracy and attention to detail are vital to this post. Timely and accurate data is required for project management and to ensure compliance with University regulations.

4 8.5 Effective Decision Making Undertake routine financial processes on a daily basis. Respond to queries promptly and professionally, resolving straightforward queries where possible. Prioritise work, as required, in order to meet internal or external reporting deadlines. 8.6 Planning and Organising Self and Others Ability to work unsupervised, but with support from colleagues and line manager available, as required. Work as part of a team, to ensure co-ordination of effort and that work is done effectively. Timely completion of tasks in order to meet deadlines for payment runs, and other financial reporting requirements. 8.7 Innovation and Improvement (Effective Problem Solving) The post holder should have the ability to analyse and resolve problems within the framework of the University s Financial Regulations. Undertake initial investigation and analysis of a query to determine whether they are able to resolve the problem or not. Identify where more complex issues need to be referred to other members of the Finance department, as appropriate. 8.8 Analysis and Research The postholder will be expected to analyse supplier statement data and reconciliation to the finance system. Undertake analysis of purchase order information to provide information on the authorisation status, and refer to budget holder when authorisation is required. Responsibility of analysing the purchasing pay chain to identify where issues need to be resolved and advise colleagues of this action. 8.9 Sensory and Physical Demands Standard office environment. Use of computer, printer, etc. Handling files, office supplies and office equipment.

5 8.10 Work Environment Finance office environment. Use of computer, printer, etc. Handling files, office supplies and office equipment Pastoral Care and Welfare Tact and diplomacy may be required, when responding to enquires from colleagues or suppliers. The post holder should be able to deal with all contacts in a professional manner, especially in the creditor relationship or when dealing with confidential information. As students, staff and persons from outside the organisation may visit the Finance department, the role holder may occasionally be in a situation which requires them to show sensitivity to those who may need help or, in extreme cases, are showing signs of obvious distress. The post holder should be able to initiate appropriate action by involving relevant people Team Development The role holder may be required to advise or guide new starters working in the same department, or the project team, on standard information or procedures Teaching and Learning Support This is not a requirement for the role Knowledge and Experience 2 A levels or equivalent. Experience working within a Finance office. Familiarity with accounting routines and computerised financial systems are essential. AAT is esirable General The duties detailed above are not exhaustive but provide an indication of the work involved, and the knowledge, experience and skills that the role holder should possess. To take responsibility for upholding and complying with the University s Equality and Diversity policies and for behaving in ways that are consistent with fair and equal treatment for all.

6 To comply with all University Health and Safety policies.

7 PERSON SPECIFICATION Job Title: Finance Assistant (Purchase Ledger) PERSON SPECIFICATION Criteria Qualifications: 2 A Levels (or equivalent) AAT / Desirable Desirable Department: Finance Method of identification Application Form Application Form Proven Experience: Experience of working within an accounts office, using computerised financial systems Application Form, Interview, Test Delivering service excellence: Ability to resolve problems within the framework of the University Financial Procedures Interview, Test Managing self and inspiring others: Ability to work unsupervised Work as part of a team, to ensure co-ordination of effort and that work is done effectively Test Application Form, Interview Working together: Ability to communicate at all levels & ability to work within the wider University community, and with external partners Tact and diplomacy Application Form, Interview Interview Organisational and stakeholder awareness: Accuracy and attention to detail to ensure compliance with regulations Application Form, Interview Requirements are those, without which, a candidate would not be able to do the job. Applicants who have not clearly demonstrated in their application that they possess the essential requirements will normally be rejected at the shortlisting stage. Desirable Requirements are those that would be useful for the post holder to possess and will be considered when more than one applicant meets the essential requirements. Method of identification is where the selection panel will match the candidate s skills and abilities to the required criteria outlined (i.e. application form, interview, test).

8 UNIVERSITY OF CHESTER TERMS & CONDITIONS OF EMPLOYMENT FINANCE FINANCE ASSISTANT (PURCHASE LEDGER) SALARY SCALE University Scale OS5 points 15 18, 19,802-21,597 per annum payable monthly in arrears. RESIDENCE REQUIREMENT It is a requirement of this post that within 12 months of appointment, the post-holder should live within a 30 mile radius or within a one hour travelling time by public transport from the University. HOURS OF WORK Monday to Thursday 9.00am pm Friday 9.00am pm (less one hour lunch break each day) A flexible approach to work will be required as there may be occasions when it would be necessary for you to work additional hours as dictated by the workload. HOLIDAY ENTITLEMENT 22 days per annum (pro-rata during the commencement and cessation years), rising to 27 days after five years' continuous service. Two extra statutory days per annum during the Christmas period. MEDICAL EXAMINATION Successful candidates will be required to complete an Occupational Health questionnaire, and may be required to undergo a medical examination. ESSENTIAL CERTIFICATES Short-listed candidates will be asked to bring to interview, proof of qualifications as outlined on the Job Description and Person Specification provided. Upon appointment, copies of essential certificates will be required by HRM Services. PENSION SCHEME The University operates two pension schemes for support staff: The default scheme is the Higher Education Defined Contribution Scheme (HEDCS), which is administered by Friends Life. The Cheshire Local Government Pension Scheme, to which the University is an admitted body. All support staff are entitled to participate in one of these schemes. Some staff will be automatically enrolled into a scheme, depending on their age and earnings, but if they do not wish to remain a member of the scheme, they will be entitled to opt out after enrolment. EQUAL OPPORTUNITIES The University has a policy of equal opportunity aimed at treating all applicants for employment fairly. SMOKING POLICY The University operates a No-Smoking policy. PROBATIONARY PERIOD A nine months' probationary period applies to all University posts.

9 CLOSING DATE Application forms must be submitted through our online webrecruitment page quoting reference number HRMS/13111 no later than Wednesday 26 th March 2014.

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