HR Administrator jd



Hanover (Scotland) Housing Association Ltd

|JOB DESCRIPTION |

|Position: |Finance Analyst Accounting |[pic] |

|Department |Strategic Finance | |

|Reports to |Accounts Manager | |

|Band: |H | |

|Date: |28 April 2016 | |

Purpose of Job

To take responsibility for accurate processing, recording and reporting of the Association’s finance transactions through the purchase and/or sales ledger and to interact on a day to day basis with colleagues across the Association and provide analysis and support with finance issues. Below are the main duties involved in each of these activities.

1. Main duties and responsibilities – P2P Documotive- Purchase ledger Accounting

1. To assist the Finance Systems and Development Manager develop solutions to improve the efficiency and capability of the Documotive system for all Internal & External users.

2. To provide support to the Senior Finance Analyst in relation to new projects within Documotive.

3. To be the main contact between the Association and software supplier with any system development changes, testing system development changes implemented (within the system in the test and live versions) to ensure these changes are implemented correctly.

4. To liaise with the Documotive support team in order to resolve any issues users may have with the system.

5. To set up and amend user permission and access throughout the Documotive system.

6. To devise and provide comprehensive advice, support and guidance for staff and line managers at all levels across the organisation in relation to all aspects of the Documotive system

7. To interrogate and analyse the Documotive system for purchase orders that remain outstanding and invoices that are inexplicably held up in the approval process and follow up with approvers and budget holders for explanation and guidance.

8. To address and respond to any queries sent to the Documotive Finance Folder.

9. To assist in the administration processes within Documotive such as closing outstanding purchase orders in accordance with the procedure, set “out of office” for absent staff and train invoices within “Art Training Client” to improve the verification process all with the aim of making the P2P Documotive process more efficient and effectively used..

2. Main duties and responsibilities – Purchase Ledger Accounting

1. To ensure that all paper and electronic purchase and repairs invoices are processed through the Documotive system into the Open Accounts finance system for payment.

2. To make any manually corrections to invoices that are held up in the system due to issues with incorrect Vat split or incorrect coding.

3. To update supplier Vat codes within Open Account and Open housing, to ensure invoices are fully processed without being help up due to incorrect Vat.

4. To process all other transactions, as required, through the purchase ledger system to ensure that the payment made to suppliers is accurate and on time.

5. To process credit notes against the relevant invoices.

6. To reconcile monthly PFH statement within the relevant deadline.

7. To ensure that the weekly payment process through BACS and cheque is run to the timetable for payments and that remittance advices are provided to suppliers.

8. Send BACS file to bank using Albany Epay.

9. To investigate queries from staff and/or suppliers on payment or non-payment of invoices through the purchase ledger.

10. To reconcile all supplier statement and investigate reasons for outstanding invoices and payments.

11. To process rent refunds made to customers as requested by area offices and update customers accounts.

12. To process Sundry Cheque Requisitions as requested.

13. To take payments using world pay system and update customer accounts.

3. Main duties and responsibilities – Sales Ledger Accounting

1. To process all sales ledger invoices for all the Strategic Business Units across the Association to ensure that income is collected accurately and on time.

2. To process the automatic income postings from the bank transfer file on a daily basis. Post all other payments received from customers through the sales ledger.

3. Reconcile daily income processed through the bank statements for rent and Telecare income, ensuring that the sales ledger and customer accounts are updated.

4. Reconcile on a weekly basis the rent to finance transfers, and on a monthly basis the rent control account and expected income. Investigate any variances.

5. Process direct debit payments for all sales ledger customers.

6. Month end following posting of all payments received to run reports on sales ledger balances and instigate credit control procedures for Hanover and Telecare customers.

7. To investigate and manage queries from staff and customers on rental and other income, as required.

4. General

1. To assist and share knowledge and experience with colleagues as required.

2. To undertake other duties delegated by the Accounts Manager of Senior Finance Manager.

5. Performance Management

5.1 Work within a performance culture, which is underpinned by a strong, personal performance motive and belief in continuous improvement.

2. Operate within a Strategic Business Unit (SBU).

5.3    Deliver key business objectives and meet Key Performance Indicators (KPIs) through a personal performance plan.

5.4 Analyse work and produce action plans where performance improvement is required.

Responsibility for staff: None

Job Context and Other Relevant Information:

The post holder:

• must discharge their relevant duties and responsibilities under the Health & Safety Work etc. Act 1974, the Management of Health and Safety at Work Regulations 1999 (as amended) and all relevant Codes of Safe Working Practice and policies. The Health and Safety at Work Act stipulates that it is the responsibility of every employee to observe all rules governing health and safety and such safety equipment as provided must be used.

• must have due regard to the Association’s current management arrangements for Data Quality. All employees have a responsibility to ensure that the data they collect, manage and report, including data from third parties is accurate, valid, reliable, relevant, complete and produced in a timely fashion to aid sound decision making and that appropriate procedures, systems and processes are in place to provide quality data.

• must work in accordance with the Association’s policies, procedures, information, instructions, and/ or training received.

This profile is indicative of the nature and level of responsibility associated with the post. It is not exhaustive and the post holder may be required to undertake such other duties as delegated by line-manager that may be required to meet the needs and responsibility of the Service and the Association.

Signed …………………………………………. Line Manager (if applicable)

Signed ………………………………………….. Post holder

Person Specification

|Job Title: Finance Analyst Accounting |[pic] |

| | |

|As part of the Disability Symbol accreditation, the Association has made the commitment to interview all | |

|applicants with a disability who meet minimum essential criteria for the post. | |

|Criteria |Essential/Desirable |

| | |

|1. Skills/Abilities/Knowledge | |

|This section specifies the skills, abilities and knowledge the postholder must have to perform satisfactorily. | |

|Fully competent in office practice with high use of information technology |Essential |

|Able to organise own work and work carried out with others to deadline and quality required |Essential |

|Good communication skills, spoken and written, with persons at all levels internally and externally |Essential |

|Competent finance administration skills, including general book keeping |Essential |

|Competent user of Microsoft or equivalent standard applications (Excel & Word) and corporate databases |Essential |

|Able to gather information from the finance systems and to analyse reports effectively |Desirable |

|Knowledge of Open Accounts |Desirable |

| | |

|2. Experience | |

|This section specifies the level and quality of experience required. | |

|2 years experience of applying skills noted in section 1 above |Essential |

| | |

|3. Education/Qualifications | |

|Degrees or diplomas obtained abroad are acceptable if they are of equivalent standard to UK qualifications. | |

|Educated to O or S grade standard |Essential |

| | |

|4. Other | |

|This section specifies other factors which may be necessary. | |

|Able to work on own initiative with minimum supervision and as an effective team member |Essential |

|Basic skills in health & safety, including identification and reporting of hazards and minimising risks |Essential |

| | |

|Equal Opportunities |Essential |

|This Association is working actively to promote equality of opportunity both in its employment practices and in the | |

|delivery of its services. It is essential that the postholder is willing to work in accordance with existing policies | |

|and codes of practice | |

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