Finance and Administration Officer

**PRESTATYN TOWN COUNCIL**

**VACANCY NOTICE**

**FINANCE AND ADMINISTRATION OFFICER**
- **25 Hours per week Monday - Friday**_
- **Salary scale SCP18 - 20 depending on experience**_
- **£29,269 - £30,296 PRO RATA (PART-TIME)**_

Employer Pension Contribution, Excellent Holiday Entitlement, NJC Terms and Conditions apply. Career development and further training opportunities

**PURPOSE OF JOB**
- To provide a quality financial and administrative support.
- To maintain efficient monitoring of all financial transactions and processes.
- Responsible for accurate recording for all income and expenditure.
- To manage internal accounts and processes including journals, virements and earmarked reserves.
- To assist in preparing for both internal and external audits.
- To assist in the preparation of financial reports, monthly, quarterly, annual budget and end of year accounts.
- To prepare VAT returns.
- To manage bank account reconciliation.
- To assist in the preparation and maintenance of contracts and tenders.
- To record and monitor external supply contracts and tenders.
- To provide and manage senior administrative support including office records, contracts, and general day to day office services, including minute taking and minute writing.
- To assist with personnel records and procedures including Payroll matters.
- Search, secure and administrate external grants and funding.
- To manage internal grant processes.
- Promoting the council through different platforms including social media, website, etc.
- To support council policies, monitor and assist with updating when necessary.

**PRINCIPAL ACCOUNTABILITIES**

1. General financial, administrative duties and responsibilities as directed by Town Clerk/RFO.

2. To maintain the Council’s financial records and filing systems and to help safeguard its records, interests, etc.

3. To ensure provision of efficient typing up minutes, photocopying, answering of phone calls and general office duties, including other general duties as and when required.

4. To assist the Town Clerk/RFO in preparation of year-end accounts and audit reporting.

5. To maintain the Council’s financial affairs in a confidential manner.

(a) Weekly/monthly bank reconciliations, sales, and purchase ledger.

(b) Maintenance and dealing of cash and petty cash books daily.

(c) Prepare, monitor, and manage including verifying bank account transactions (e.g., BACS payments, standing orders and direct debits) against authorisation held.

(d) Maintaining the upkeep of the accounts computer system and provision of monthly analysis against each budget heading.

(f) Preparation of quarterly VAT returns.

(g) To assist with preparation of monthly wages, payroll, PAYE, time sheets, holidays, training, reviews, etc.

(h) Chase overdue accounts and maintenance of both creditors’ and debtors' ledgers.

(i) To liaise and purchase stationery and equipment supply.

(j) To take Minutes and type up, along with Agendas.

6. To provide personal assistance to Town Clerk/RFO including maintaining diary appointments and secretarial support as required.

7. To maintain and monitor external supplier contractors’ records.

8. To assist in preparation of tenders.

9. To assist in updating Council’s policies.

10. To find, maintain and secure grants.

11. To assist with promoting the council’s work.

12. Any other similar duties consistent with scale and terms of post.

**VISION CONTEXT**

The post holder is expected to assist in processing and maintenance of routine financial and personnel transactions, with flexibility to provide senior administrative support and community services.

**CONTACTS**
- Internal
- Town Clerk/RFO
- All members of staff
- Councillors
- Volunteers
- External
- General Public
- Suppliers and Contractors
- Statutory partners
- Local Organisations
- Voluntary Groups

**JOB SPECIFICATION - KNOWLEDGE AND EXPERIENCE**
- Knowledge of general financial processes is essential, including VAT and PAYE.
- Excellent level of communication skills and ability to work as a team in a busy office environment, with general administrative support experience.
- A proficiency in computer software essential, especially accounts packages (knowledge of OMEGA accounting package preferable), and Microsoft office (Word, Excel, Outlook, PowerPoint).
- Excellent numerate accuracy required with close attention to detail in all output.
- Ability in working to tight deadlines essential with strong analytical skills.
- Educated to a high standard with an accounting qualification would be an advantage.
- Knowledge of local government and understanding of associated policies, regulations and procedures would be an advantage, and Welsh would be desirable.

**DIMENSIONS**
- Council expenditure of £495,000 plus external grants.
- Council engages with external partners to assist in community development work.

**ORGANISATION**
- Prestatyn Town Council is a customer-focused organisation developing locally based com