Accounts Assistant

3 weeks ago

Heathfield, United Kingdom Holy Cross Priory Care Village Full time

**JOB DESCRIPTION**

**Accounts Assistant**
- **JOB DETAILS**

JOB TITLE Accounts Assistant

IMMEDIATE MANAGER Finance Officer

BASED AT Holy Cross Care Home
- **JOB PURPOSE**

Reporting to and supporting, the Finance Officer, this role is the daily running of the general ledger, purchase ledger, sales ledger, fixed asset and cashiering functions for Holy Cross Care Home, along with assisting the Finance officer with producing the management account information on overhead expenditure and monthly income and balance sheet reconciliations.

Annually, this role includes assisting with producing annual budgets for the Care Home and supporting the annual audit.
- **ORGANISTION CHART**

Finance Officer

Accounts Assistant
- **MAIN ACCOUNTABILITIES**
- This job description aims to give a broad outline as to the requirements of the role. Management may ask employees to undertake reasonable additional duties to those outlined, based on post holder’s personal skills, experience, and developmental needs. Where that are no specific references to health and safety accountabilities, employees are reminded of their statutory duty to protect their own and other people’s health, safety, and welfare always._

**Sales & Purchase Ledgers**
- Ensure that all purchase invoices and expenses are accurately posted onto purchase and general ledger, appropriately authorised and paid to terms.
- Ensure all monthly invoices for the care home residents are raised accurately and to a tight deadline.
- To be a point of contact, on a daily basis, for the residents and their carers regarding queries with their accounts or charges.
- Responsible for aged debtors and creditors and ensuring invoices are receipted and paid to terms.
- Ensure that all cash receipts and payments are processed accurately and correctly captured on the Sage system.
- Various intercompany reconciliations.
- Review and maintain a strong procedural control environment to ensure accurate processing is undertaken, in a timely manner and appropriate authority is obtained for all transactions.
- Continually review, monitor, and control purchase ledger, sales ledger, and cashiering transaction processing to ensure that correct postings and allocations occur in a timely manner and that queries are kept to a minimum.

**Management Accounts, Registers & Reporting**
- Support the Finance Officer with maintaining the chart of accounts.
- Manage the day-to-day operation of the general ledger and accounting system.
- Maintain a fixed asset register to record the assets of the Care Home. Ensure appropriate controls are in place to safeguard those assets.
- Assisting with the posting of monthly journals i.e., Accruals, Prepayments, depreciation, etc
- Assisting with the preparation of monthly management accounts to deadlines.
- Provide a detailed commentary, understanding and analysis to explain key overhead expenses variances against budget, reforecast and prior periods each month.
- Support department heads in understanding the costs incurred in their department and main variances to budget.

**Banking**
- Ensure good relations and communications with the Care Home’s relationship managers at the bank.
- Be responsible for setting up all payments on the online banking system, but not to authorise them.

**Credit Card**
- Be the main point of contact for the Sisters and the credit card holders regarding any issues or problems encountered.
- Received and distribute the monthly credit card statements to the card holders in a timely manner, to receive the analysis of expenditure, ready to process in the appropriate month on the accounting system.

**Year-end reporting and Audit**
- Support the Finance Office with creating and running all year end procedures on Sage and any other system.
- Liaise and assist the auditor in the completion of the annual audit.

**Regulatory**

**Ad hoc**
- Attend training courses in relation to the role of Accounts Assistant, in a Care Home environment and to support understanding the objectives of the Grace and Compassion Charity and religious congregation.
- Provide any information as requested by senior management or the religious congregation.
- Any task to support and ensure the welfare of the members of the congregation, Care Home and the charity.
- **COMMUNICATIONS**

The job holder will be expected to establish good omni-directional communication channels, both internal and external, to ensure the effective operation of the function and the charity.
- **COMPLEXITY**

The main sources of complexity are:

- Maintaining an awareness of the Care Home and operational developments within the Care Home and to add value by identifying reporting requirements.
- Support and help develop the knowledge of other staff and congregation members, ensuring that adequate skills and knowledge to understand their expenditure and how our systems work.
- Knowledge and a good understanding of the account systems (Sage) used for management accounts, retaining knowle

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