Business Assistant (Finance)

Rate of Pay: £14.17

Hours: 37.5 hours per week

Duration: Temporary ongoing

JOB SUMMARY / MAIN PURPOSE:

To be responsible to the appropriate officer in assisting with the provision of a financial and systems service to ensure the business needs of the department are met in an efficient and cost effective manner. To carry out duties associated with the management of expenditure, income, information, and systems for the department. To be responsible for ensuring that allocated tasks and the tasks of relevant staff are carried out to ensure the required standards of service delivery are maintained.

KEY DUTIES / RESPONSIBILITIES

The post holder shall assist in the provision of advice and guidance to departmental staff on a range of finance and systems related matters. The post-holders will be expected to work across the full range of duties and responsibilities.

• To take day to day responsibility for monitoring the procurement of goods and services (purchase orders) and processing direct payments in accordance with relevant client and departmental procedures.
• To assist the appropriate officer in the preparation of all documentation in relation to quotations or tenders, maintaining a procurement database and participating in the evaluation of relevant quotations and tenders, as appropriate.
• To monitor and resolve invoice related queries and compliance issues in conjunction with departmental and corporate staff ensuring deadlines are met.
• To be responsible for the maintenance of the department's petty cash and, or floats and the timely recoupment of same from the Finance and Resources Department.
• To maintain records associated with the payment and receipt of grants and to liaise with departmental staff regarding grant payment issues.
• To collate and prepare weekly and monthly income and VAT returns for the department in line with all relevant procedures.
• To assist the appropriate officer in ensuring the centralised control of income, and management of the department's sales ledger and debt in line with departmental and corporate procedures.
• To assist the appropriate officer with the management and administration of departmental systems, and carry out functions associated with this role.
• To assist in the research, development and management of departmental processes and systems (not exclusively IT systems) in order to improve efficiency and effectiveness.
• To assist in the provision of management information in relation to both finance and performance, including liaising with departmental managers in accordance with client policies, procedures and timetables.
• To assist the appropriate officer in the provision and maintenance of effective records management systems.
• To assist the appropriate officer in providing advice and guidance to departmental managers on finance, procurement and performance related matters in line with departmental and corporate procedures.
• To assist the appropriate officer identify the business support needs of the department and to assist in developing and implementing systems, procedures, staffing and training arrangements to meet these needs.
• To be responsible for daily management and training of any assigned support staff.
• To assist as required in the monitoring and reviewing of budgets and to investigate queries in relation to budget variances including corrective action ensuring that accurate records are maintained.
• To assist, as required, with the preparation of financial returns for client and government departments.
• To assist the appropriate officer with the preparation of the Annual Revenue Estimates for the department, including the keying, checking and updating of financial information and systems.
• To represent the appropriate officer in the post holder's sphere of responsibility when required.
• To participate as directed in the client's selection interview procedure.
• To act in accordance with the client and departmental policies and procedures including customer care; equal opportunities; health and safety; safeguarding and any pertinent legislation.

Essential criteria

Applicants must have at least one year's relevant experience in each of the following three areas:

• assisting in the collation, review and analysis of budget and financial reports and processing all associated financial transactions;
• dealing with the receipt of income including the completion of reconciliations and, or the processing of orders for goods and services in accordance with the relevant processes and procedures; and
• supervising staff on a daily basis within an office environment including programming workloads and priorities.

BELSL

If you are interested and available for this position please upload your CV to the link or contact Robyn Barry. Robyn.Barry@staffline.co.uk

To be shortlisted for this role all applicants MUST meet the essential criteria. Please note that these roles may be filled quickly but your CV will be kept on file for future similar roles. As there are so many applications, unsuccessful candidates may not be contacted.

Successful candidates may need to apply for an Access NI Certificate with Staffline regardless if you already have a valid certificate. It will be a cost of between £18 - £33 depending on clearance level.