· Web viewEnsure all sales ledger invoices are raised promptly and credit control procedures are followed, bringing any potential bad debts to the attention of the Finance and Personnel

DERRY THEATRE TRUST

MILENNIUM FORUM

JOB INFORMATION PACK

Job Ref: FPA/Jan2018

Department: Finance and Personnel

Job Title: Finance and Personnel Assistant

Location: Millennium Forum, Newmarket Street, Derry-Londonderry BT48 6EB

Working Hours: 37 hours per week

Salary: £25,250.00 per annum

Post Status: Permanent

Closing Date for Applications:

Friday 2nd February 2018 at 12 noon

Contact Details The Monitoring Officer: Tel: 028-7126-4426;

email: [email protected]

Documents enclosed Job Description, Person Specification and

Application and Monitoring Form

Millennium Forum Finance and Personnel Assistant Job Description – January 2018

Job Description

FINANCE & PERSONNEL ASSISTANT

JOB TITLE: Finance and Personnel Assistant

RESPONSIBLE TO: Finance and Personnel Manager

SALARY: £25,250.00 per annum

HOURS OF WORK: 37 hours per week, whole time.

MAIN DUTIES AND RESPONSIBILITIES:

Finance

1. Receive daily post and administer accordingly.

2. Assist in Preparation of monthly accounts including an Income and Expenditure Report, Bank and Petty Cash duties as required, Reconciliations, Cash flows and VAT Returns for review by Finance and Personnel Manager.

3. Assist the Finance and Personnel Manager in preparing accounts for submission as required by external agencies, e.g. NILGOSC, Companies House, Performing Rights Society and HMRC FEU unit.

4. Carry out all processes associated with closure of monthly accounts, and at year-end and prepare all necessary accounting and payroll reports for review by the Finance and Personnel Manager.

5. Provide departmental budget-holders with relevant information as and when required.

6. Ensure all sales ledger invoices are raised promptly and credit control procedures are followed, bringing any potential bad debts to the attention of the Finance and Personnel Manager, and ensuring all purchase invoices received by email or post is input according to the date they relate to.

7. Maintain records of contracts held with suppliers & external contractors as necessary.

8. Maintain accounting records of expenditure from other funding streams, to enable separate reporting (e.g. Marketing Sponsorship income and spend, “Interact” & Millennium Forum Productions).

9. Professional communications internally and externally with the relevant stake holders

10. Assist the Finance and Personnel Manager with Banking lodgements, and use of own transport to securely deliver lodgements to the Bank.


Personnel

1. To maintain accurate and complete personnel records, ensuring compliance with employment and data protection legislation and statutory codes of practice.

2. To carry out the administrative processes relating to staff appointments and changes to contracts of employment, including preparing offer of appointment letters, seeking medical clearances and carrying out POC and other vetting checks as required, under the direction of the Finance and Personnel Manager.

3. To ensure that monthly absences are recorded in TIMEWARE and on the payroll system

4. To ensure that staff timesheets and travel claims are accurately completed and authorised in accordance with the payroll mandate and input to the payroll system (Weekly and monthly).

5. To produce personnel reports as required by the Finance and Personnel Manager.

6. To assist the Finance and Personnel Manager prepare the Millennium Forum’s Annual Equality Commission’s return.

7. To assist the Finance and Personnel Manager with the gathering of information and analysis of data to inform reports to the CEO, Board members and external agencies as required.

8. Ensure that changes to existing or the introduction of new policies, procedures or general terms and conditions are properly recorded and that staff are made aware of such changes.

9. Provide routine advice on disciplinary and grievance matters and attend disciplinary, grievance or other meetings involving staff matters to take notes as requested.

10. Upkeep and administration of the company payroll and pension, ensuring all contact with NILGOSC (pension provider) is actioned appropriately.

11. To ensure that strict confidentiality is adhered to regarding financial and personnel information, and all relevant care taken to ensure that sensitive data is treated accordingly.


MILLENNIUM FORUM

FINANCE AND PERSONNEL ASSISTANT

PERSON SPECIFICATION

Essential Criteria

Qualifications / Experience

A degree in Accounting, Business Studies, HR or a similar discipline.

AND

A minimum of 2 years employment experience in all of the following areas:

Accounting/Finance management / Personnel skills

Good knowledge of MICROSOFT Office including Excel, Word and PowerPoint

Good knowledge of SAGE ACCOUNTS and SAGE PAYROLL

Good numerical and reconciliatory skills

General bookkeeping skills

OR

Consideration may also be given to candidates who do not possess the above qualifications but have a relevant level 3 qualification e.g. HNC or equivalent level of qualification

AND

Three years employment experience in all of the areas outlined above

Technical Competencies/ Knowledge

Sound finance and bookkeeping skills and the ability to pick up new tools and programmes quickly

Knowledge of SAGE Accounts and SAGE Payroll

Desirable Criteria

It would be useful if candidates:

Had experience in general bookkeeping, reconciliations and data input.

Are in possession of a full driving licence and have access to a car when required.
