Business Assistant

Our client is seeking a **Business Assistant (Finance)** to assist 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. This position is located in **Belfast**.

**Pay Rate**: £14.17 per Hour

**Working Hours**: Monday to Friday - 8:30am to 5pm

**Job Type**: Full-Time, Temporary Position

**Job Duties**:

- To take day to day responsibility for monitoring the procurement of goods and services (purchase orders) and processing direct payments in accordance with relevant council 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 council 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 council 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 council’s selection interview procedure.
- To act in accordance with the council and departmental policies and procedures including customer care; equal opportunities; health and safety; safeguarding and any pertinent legislation.
- To participate in all induction and in-service training provided by Belfast City Council and in the induction and support of all newly appointed staff and other human resource management procedures as appropriate.
- To undertake the duties in such a way as to enhance and protect the reputation and public profile of the council.
- To undertake such other relevant duties as may, from time to time, be required.

**Job Criteria**:
**Essential**

a) assisting in the collation, review and analysis of budget and financial reports and processing all associated financial transactions;
b) 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

c) supervising staff on a daily basis within an office environment including programming workloads and priorities.
- Applicants must be able to demonstrate, by providing personal and specific examples, evidence of the following special skills and attributes which may be tested at interview:

- People management and development skills: the ability to effectively manage and encourage teamwork to deliver successful results, building rapport with other, as well as offering help and support and developing others through training and mentoring.
- Technical knowledge: a knowl