Purchase Ledger Clerk

7 months ago

Elland, United Kingdom Overgate Hospice Full time

**Purchase Ledger Clerk**

**Salary Scale £20,319 - £22,400 Full Time Equivalent**
**Hours 30 hours per week - £16,255 - £17,920**
**Responsible to Head of Finance**
**Accountable to Director of Finance and Support Services**
- Overgate Hospice is an independent charity with a mission to ensure that patients and those close to them live with the best possible quality of life. This is enabled by provision of the highest standard of compassionate and evidence-based specialist palliative and end of life care for adults in Calderdale who have active, progressive life limiting illness. _

**Job Summary**
- To assist with the various systems, processes, and procedures within the Finance department and to complete administration tasks as required
- To comply with and ensure financial procedures and processes are followed and adhered to, and deadlines are met. (daily/weekly/monthly/annually)
- Key responsibilities will include purchase ledger, expense claims, shop sales postings,
- Assisting Finance Officer with Payroll Admin, cash counting and supporting volunteers within the department

**Experience Required**
- Experience of working in a busy Office Environment
- Experience of managing a ledger (purchase or sales) Desirable
- Experience of Microsoft Excel
- Experience of payroll is desirable but not essential as in house training is provided

**Key Working Relationships**
- Finance Team
- Fundraising Team
- Retail Team

**Tasks**

**Income**
- Regular handling of cash, cheques and card payments and preparation of banking ready for collection
- Assist and manage the volunteers within the Finance Team to process all cash and cheques received at the Hospice in a timely and efficient manner
- Record and post banking’s onto Sage using the appropriate nominal and analysis codes (Donor flex)
- Post shop sales to Sage, complete weekly shop cash control account reconciliations and prepare journal adjustments for authorisation and posting
- Reconcile, bank and post Hospice shop sales to Sage
- All aspects of Sales Ledger including creating and posting sales invoices, posting cash received and general credit control of outstanding debts

**Expenditure**
- Ensure all expenditure processed has an appropriately authorised Purchase Order(P O) attached, in accordance with the current Finance Scheme of Delegation
- All aspects of Purchase Ledger including invoice log, distribution of invoices for authorisation, posting to Sage, prepare payment runs and complete supplier statement reconciliations

**Payroll**
- Assist with the preparation of the monthly payroll
- Checking of monthly staff time sheets for accuracy and appropriate authorisation.
- Calculation of monthly staff food deductions
- Input of the payroll information onto control spreadsheet and Sage Payroll
- Reconciliation of Sage reports to spreadsheet inputs

**Other**
- Assist with bank reconciliations as required.
- Ensure all filing is complete and up to date. (Volunteer assisted)
- Archive all relevant documentation in accordance with Accounting Practice
- Ensure that the safes are used and accessed in accordance with Hospice policy
- Maintain a good working relationship with the Fundraising Team, and understand the day-to-day interaction with the Finance Team
- Maintain accurate information in accordance with the reporting needs of the Charity Commission and Companies House
- Take responsibility in conjunction with other Finance staff for the security of the Finance Office, and specifically the cash held here
- Assist with both internal and external audits as required
- Always maintain confidentiality in all matters and
- Take responsibility for own and others Health and Safety (H&S), co-operating with the Senior Management team (SMT) and Operational Management Team (OMT) on all H&S issues
- Attend all mandatory training required in line with organisational policy
- To take responsibility for your own personal development and education
- To carry out any other duties required by the Line Manager or SMT

**General**
- Overgate Hospice is a no smoking organisation
- The employee must participate in the development and implementation of Hospice policies
- The employee must be actively involved in Hospice Governance and support the audit cycle
- The employee must always maintain strict confidentiality and work within the guidelines of the Data Protection Act
- The employer and the employee share responsibility to review and amend this job description as appropriate

**Safeguarding Children and Adults at Risk**

All Hospice staff are required to act in such a way that always safeguards the health and well-being of children and adults at risk. Familiarisation with and adherence to the Hospice safeguarding policies is an essential requirement of all employees as is participation in related mandatory/statutory training.

**Valuing Diversity and Equality**

All employees should carry out their duties in accordance with the values and principles of valuing diversity a

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