Finance Administrator - Job Description

[Pages:5]Hanover (Scotland) Housing Association Ltd

JOB DESCRIPTION

Position: Department Reports to

Grade: Date:

Finance Administrator Strategic Finance Senior Finance Officer ? Risk Management & Audit H 26th April 2018

Purpose of Job

To provide administration support to the Strategic Finance team, including co-ordination and document preparation for the Audit Committee meeting cycle, co-ordination and responsibility for risk management tasks and financial administration support.

Main duties and responsibilities

1. Audit Administration

1.1 To administer and support the work of the Audit Committee, including agenda preparation, collation of documents, minute-taking and circulation.

2. Risk Management Administration

2.1 To ensure company car and private car business use is compliant by recording licences and insurance certification, reporting non-compliance to line manager.

2.2 To process company car hire requests.

2.3 To distribute, collate and record returns of the Association Annual Insurance Inventory, notifying line manager of analysis.

3. Rents and Services Administration

3.1 To administer the annual review of rental charges for all rental properties, Secured, Registered, Assured and Shared Ownership rents in accordance with the annual rent review.

3.2 To notify tenants of rent, service charge, heating charge alterations and prepare increase memos for developments

3.3 To prepare and distribute financial statements, certificates of balance and rental income schedules

3.4 To prepare service charge schedules for developments

2 3.5 To prepare and distribute financial information packs to attendees of annual

Property Council Budget meetings.

3.6 To update the Housing database with new charges and payment methods.

3.7 To prepare and report to local authorities on Housing Benefit information.

3.8 To upload to the intranet financial information including development increase memos, financial statements and budget statements.

3.9 To process Association invoices via the Purchase to Pay (P2P) system on a daily basis.

4. Team and Finance Administration

4.1 To update the daily cash statement and process income and cash payments as received.

4.2 To update training manuals and test upgrades and updates to financial management software/systems.

4.3 Arrange departmental, team and other meetings including resource booking, agenda and document preparation and minute-taking, and when relevant, booking of transport and/or accommodation.

4.4 Administer incoming and outgoing mail distribution and processing telephone payments.

4.5 Remove outdated files (electronic and hard copy) from directories and ensure their safe destruction in accordance with department procedures. Archiving and retrieving files to/from external storage as required.

4.6 To administer the Strategic Finance section of the Hub (intranet) and attend Hub meetings.

4.7 To reconcile spend on the team credit card and prepare for sign off.

4.8 To undertake any other duties as delegated by the Strategic Finance management team.

3 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 may be required to meet the needs and responsibility of the Service and the Association.

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

Signed .................................................. Post holder

4

Person Specification

Job Title: Finance Administrator

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.

Ability to work on own initiative. Excellent attention to detail and ability to ensure accuracy of work.

Ability to work as part of a team. Ability to move from task to task, as required.

Able to take instructions and work tasks from a range of colleagues/Senior Managers and balance the requirements of more than one manager.

Ability to input and extract financial data within Excel spreadsheets accurately and efficiently.

Competent user of Microsoft (Excel, Word, Outlook) and corporate databases Good customer service skills for both internal and external customers. Good communication skills, written and spoken, and ability to effectively

communicate with customers and colleagues at all levels. Basic level of health and safety awareness and knowledge to report

significant risks to management.

Essential

Essential Essential

Essential Essential

Essential

Essential Essential Essential

Essential

2. Experience This section specifies the level and quality of experience required.

Experience of maintaining administration systems to prescribed standards.

Experience of document preparation in MS Word. Previous experience in a similar role and/or working in a financial office

environment. Experience of using Financial software packages e.g. Open Accounts. Experience of administering meetings at all levels.

Essential

Essential Essential

Desirable Essential

5

3. Education/Qualifications Degrees or diplomas obtained abroad are acceptable if they are of equivalent standard to UK qualifications.

Standard grade or equivalent A good level of numeracy and literacy

Essential Essential

4. Other This section specifies other factors which may be necessary.

Requirement for continuous professional development and engagement with objective-setting

Be flexible with regard to working hours (e.g. able to attend evening meetings if required)

Essential Essential

5. Equal Opportunities 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

Essential

 ................
................

In order to avoid copyright disputes, this page is only a partial summary.

Google Online Preview   Download