OTLEY COLLEGE - JOB DESCRIPTION



JOB DESCRIPTION

Job Title: Administrative Support WorkerAssistant Administration - Accounts

Location: Norwich

Reporting to: Director – Finance and AdministrationService Manager

Main Relationships: Director- Client Services Manager, Senior Occupational Therapist, Director- Finance and Administration, Support Management Lead, Services Staff, Clients, families and carers, statutory and voluntary Organisations Headway Norfolk & Waveney Staff and Management Team, Service users, Funders, Relatives, Carers, Social Workers and Volunteers

Job Summary

To assist in delivering person centred activities and provide a high quality, efficient service to clients.

To provide personal support to clients.

To support clients to meet their rehabilitation aims through centre based, outreach and other activities

To deliver all service activities in accordance with Headway Norfolk & Waveney’s agreed policies and procedures.

To provide an efficient administrative support service for Headway Norfolk & Waveney, including dealing with clients, staff, visitors, callers and other agencies.

To provide an efficient administrative support service for Headway Norfolk & Waveney, in relation to ensuring accurate financial information is recorded and provided to management and other members of staff (as appropriate).

Sales invoice function including creation and posting of invoices produced and credit control.

General administration and accounts support.

Credit control, payroll, purchase ledger and sales ledger roles as requested by the Director – Finance and Administration.

To Mmaintaining records including collation of statistics as required including preparation of spread-sheets.

Notification of any concerns to the Management team.

Compliance with all existing systems, procedures and work practices.

Establishment of excellent interpersonal relationships with clients, suppliers, sub-contractors, employees and other outside agencies.

Provision of cover for Administration - Personnel role in respect to payroll as required.

Complete conversance and compliance with company/organisation procedures.

Job Responsibilities/Main Duties

1. To provide an efficient reception service within the operational premises for all visitors and telephone callers including those of a sensitive and confidential nature. Ensuring the security of the premises whilst on duty.

2. To provide efficient administrative support for the day to day working of Headway Norfolk & Waveney.

3. To regularly test the Fire Alarm on the premises.

4. To act as one of the Fire Marshalls in case of a fire.

5. To be the designated First Aider on the premises.

Sales Invoicing

6. Generating and sending out sales invoices using Headway Norfolk and Waveney CRM system and/or Sage Line 50 software.

7. Posting of invoices produced.

8. Production of other ad-hoc invoices.

9. Maintenance of invoice copy and POD filing for reference purposes.

10. Preparation of client contracts.

11. Inputting and extraction of data and running of reports on Sage Line 50.

12. Preparation of various spread-sheets containing information for accounting and senior management information purposes.

13. Assisting other services with queries.

Administration

14. Assisting with incoming calls when necessary and forwarding on messages as appropriate.

15. Greeting visitors and clients to the centre, taking lunch money and signing in.

16. Ensuring messages for other members of the team are relayed promptly, taking responsibility to follow these calls up and check that action has been taken as necessary to the caller’s complete satisfaction.

17. Focal contact point for all sales invoice queries for Headway Norfolk and Waveney.

18. Provision of information to clients, suppliers and sub-contractors as required regarding sales invoicing including audits, satisfaction surveys, questionnaires etc.

19. Assisting with the provision of administrative support for the organisation including maintaining all filing systems, assisting with developing processes and carrying out photocopying and document imaging as required.

20. Dealing with complaints regarding sales invoicing.

21. General business administration and accounts support.

22. Maintaining a friendly and helpful attitude to suppliers, clients and staff and ensuring Headway Norfolk and Waveney is always presented in a positive manner.

23. Other tasks at the discretion of the management and any additional duties as required.

24. Understanding and implementing Headway Norfolk and Waveney services, standard procedures and policies.

25. Taking part in training and meetings as required.

26. Informing the HR Manager of any personal or health issues that are causing concern and any change of client personal information such as home address, telephone number etc.

27. To assist with the maintenance and upkeep of the financial records of Headway Norfolk & Waveney including the financial records of service users.

28. To prepare invoices and ensure that they submitted and processed in a timely manner.

29. To monitor supplier invoices ensuring accuracy and preparing payments after the necessary approvals have been obtained.

30. To be responsible for the banking of cheques and cash.

31. To act as the petty cash coordinator across the organisationfor the centre.

32. . Maintaining a log of petty cash details for each of the localities, liaising with the Locality Manager.

33. To develop and maintain an asset register for Headway Norfolk & Waveney.

34. To ensure VAT is charged or claimed for all Headway Norfolk & Waveney service activities.

35. To prepare and collate documentation for the purpose of submitting payroll information, liaising with the Administrative Support Worker in Gorleston and Locality Managers as necessary.

36. To maintain all appropriate equipment, records and returns as may be deemed necessary.

Other Duties

All Headway Norfolk & Waveney post holders will be expected at all times to operate within the Company’s Policies, particular in respect of:

• Equality and Diversity

• Health & Safety

• Risk Management

• Financial Regulations

• Confidentiality

The post holder will be expected to participate in the following areas:

• Quality Assurance System

• Staff Appraisal Process

• Continuous Professional Development

• Promoting a positive image of the Company

This job description sets out the main duties associated with this post. It is assumed that carrying out additional accounting functions and duties, which may be allocated from time to time by the Service Manager, Senior Occupational Therapist and Director- Client Services manager and Director- Finance and AdminstrationChief Executive Officer, are not excluded simply because they are not itemised.

Duties of the post could vary from time to time as a result of new legislation, changes in technology or policy. In this event, appropriate training will be provided.

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