Finance Operations Officer (Temporary)

My Derby based client has an exciting opportunity for an experienced Finance professional to join the support team in this varied and challenging position. Reporting directly to the Head of Operations, this role will have overall responsibility for the efficient and secure administration of finances on a day to day basis.

This is a temporary position to cover whilst a permanent candidate is recruited, the temporary candidate will have the opportunity to apply if they wish to. Please state your required hourly Salary: on your application. As this is a temporary position you will need to be immediately available or have a notice period of less than 2 weeks.

The successful candidate must possess the following skills, knowledge & experience:

Part-qualified accountancy qualification, or ability to demonstrate the equivalent relevant experience

Good understanding of best practice in respect of both financial and operational management

Previous experience of working in a business support function, delivering support services and administration, with particular emphasis on Finance, Payroll and Pensions

Competent user of Excel spreadsheets and SAGE accountancy software

Ability to work on own initiative and carry out duties without supervision, as well as work effectively as part of a team

Excellent communication skills with the ability to engage effectively with key internal and external stakeholders

JOB DESCRIPTION
Responsible for implementing, delivering and compliance with the following, ensuring that each task is carried out as defined in the procedures:
– Processing invoices
– Using SAGE financial systems
– Maintaining all data records relating to income and expenditure
– Budget reconciliation
– Producing ad hoc reports, including financial or management reports
– Producing excel spreadsheets as required
– Assist with Month End and Year End procedures.
– Income
– Raising invoices in respect of lettings etc.
– Maintaining records
– Recording non invoiced income against relevant expenditure code
– Entering monthly advance onto SAGE against correct income ledger codes and dealing with monthly adjustments.
– Expenditure
– Accurately accounting for all expenditure
– Ensuring that all payments are properly authorised and approved
– Overseeing the coding of invoices with the correct expenditure code, ensuring they are logged on the system, distributing for authorisation
– Raising cheques for approved payments
– Organising a regular cheque run, ensuring creditor terms are maximised
– Overseeing the matching of cheques to invoices, passing for signature, ensuring invoices are filed and cheques posted
– End of month reporting to Budget Holders.
– Petty cash / expenses
– Overseeing requests from staff for advances/reimbursements and the distribution of cash/cheques
– Overseeing posting records on system
– Maintaining cash to bring imprest up to required level.
– Banking
– Accurately accounting for, and banking all income
– Accurately recording, accounting and banking all funds
– Bank reconciliations.
– VAT
– Accounting for VAT and VAT returns.
PROCUREMENT
– Ensure management and staff comply with procurement policy and procedures
– Support management and staff in the procurement of best value goods and services
– Raising purchase orders for goods, supplies and services
– Overseeing the liaison with staff re placing orders
– Dealing with all administration dealing with procurement, orders, payments and queries with regard to orders.
PAYROLL & PENSION MANAGEMENT & ADMINISTRATION
– Manage the payroll administration
– Liaise with external monthly payroll provider
– Liaise as necessary with HMRC
– Supply & verify employee monthly data re starters, leavers, sickness, holidays, days worked
– Maintain a daily record of attendance and update `internal` leave, sickness and lieu time records
– Prepare, review and file payroll summaries, journals and reports and deal with payroll enquiries
– Arrange, in conjunction with payroll provider, any emergency payroll payments
– Manage the pension administration ensuring compliance with pensions regulation
– Provide accurate advice to staff on the administration of payroll, pensions and benefits.
ICT & MANAGEMENT INFORMATION Systems (MIS)
– Manage and administer the ICT & Management Information Systems, its use, security and compliance with data protection
– Advise and train staff on the use of ICT & MIS
– Proactively manage the ICT & MIS and reporting to support the development and efficiency of service provision
– Mange external contractors/service providers as required.
ADMINISTRATIVE DUTIES
– Ensure that all administrative duties, checks and documentation are completed to the required level of accuracy including returns and reports
– Maintain both manual and computerised record and filing systems in line with audit requirements such as authorised signatories list, invoices, expenses, banking, cheque books
– Process correspondence promptly and as required including distribution of invoices received, payment queries, communication received from suppliers, contractors and the bank
– To attend relevant meetings and training sessions.