Finance Assistant
4 weeks ago
**Finance Assistant**
**General Purpose of Job**:
To provide an efficient Purchase Ledger service to the Schools / Colleges within our
Trust, in accordance with the Finance Regulations
**Functional Links**
The post holder will liaise with other sections within the Finance Department. School
/College staff, Suppliers, Procurement, Local Authorities and Agencies to maintain the
high standards of the Trust.
**Reporting Relationships**
The Finance Assistant - To undertake the following in respect of a range of duties under
the direction of the Senior Finance Officer
**MAIN DUTIES AND RESPONSIBILITIES:
- **
1. Entering Sundry invoices, ensuring the following are entered correctly and
accurately:
Supplier
School
Invoice number / Amount
Description of goods
Financial Budget
Attaching Invoice
Approval in the workflow in a timely manner
2. Entering PO invoices, ensuring they are matched correctly against the Trust’s
official Purchase orders and that the Quantity received and the cost being
charged are in accordance with the Purchase Order. Any Variations will need to
get manual approval
3. Ensure correct posting of VAT on the finance system
5. Monitor Invoice entries for resolution with a status that are either:
- Rejected
- Incomplete
- Entered
- Ready for approval (if nearing due date)
6. Prepare and Process fortnightly BACS payments, ensuring Payment paperwork
is saved correctly
7. Setting up new Supplier information
8. To be responsible for updating Supplier information on the Finance system
9. Dealing and resolving supplier queries in a professional manner
10.Reconciliation of supplier statements on a regular basis
11.Produce and review the aged creditors report on a frequent basis
12.Liaise with Schools / College centers to improve and maintain internal procedures for the Purchase Ledger function
13.Carry out monthly housekeeping tasks on Purchase Orders that have been GRN
14.Prior to making a payment for an invoice over £5k, check that the VFM / Waiver is saved in the correct folder. Liaise with Procurement if this is not the case.
15.Direct debits to be matched to the invoice in the current Month we are working in.
16.Assist the Trust to achieve paying 95% of Invoices within our 30 days payment terms
17.To provide assistance and absence cover for other members of the Purchase Ledger team, as required
**Other duties**
18.To work both as part of a team or under minimum supervision
19.Prioritise workload to achieve own and team goals
20.To maintain information in a confidential manner
21.To maintain accurate accounting records in the performance of duties
22.Share knowledge and best practice gained within the team to other Finance colleagues
23.Be aware of personal continuous improvement and development
24.To demonstrate a commitment to safeguarding children and vulnerable adults
25.To carry out all duties in accordance with OHCAT policies
26.To carry out any other duties as required, which are consistent with the grade and nature of the post
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