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Purchase Ledger/Accounts Assistant

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Posted By: JHR
Address:
Contact: 0113 383 3738
Date Posted: 8th Oct 2008
Salary: £17500
Location: Leeds (LS1)
Reference Code: PB 3002
Views Since Posting: 53
Full Description:

Purchase Ledger/Accounts Assistant

We need extremely experienced and personable purchase ledger/accounts assistants who are at least part AAT qualified. We offer a competitive salary and benefits to successful applicants for our friendly offices in LS1

Salary
£17,500 per annum

Annual Leave
The post holder will be entitled to 26 days paid leave pro rata, plus 8 days public holidays and 5 privilege days.

Pension
Skills for Care operates a final salary Local Government pension scheme.

Duties:
To provide support to the Director of Finance and Finance Manager in order to control the finances of the company.

This role may involve occasional travel, to attend meetings throughout England. Skills for Care, where possible, will ensure travel time is within normal working patterns, however where this is not possible, Skills for Care operates a time off in lieu policy where additional hours worked can be accrued and taken as paid leave.

 To assist with the administration functions within the Finance Directorate

 To maintain the purchase ledger for Skills for Care

 To maintain the purchase order system

 To assist to review the existing purchase ledger, ordering systems and procedures in order to maintain an improved and robust Finance manual of all policies and procedures

PURPOSE

1. To assist with the administration functions within the Finance Directorate

RESPONSIBILITIES

 To include coordination for the Coordinators and Finance officers within the Unit, arranging meetings, minutes, action plans & filing) etc.
 Sorting financial mail
 To provide cover for the trainee accountant/ accounts assistant post

PURPOSE

2. To maintain the purchase ledger
RESPONSIBILITIES

 Posting invoices and expenses in accordance with Finance Policies and Procedures
 Posting payments in accordance Finance Policies and Procedures
 Performing accurate postings, producing clear audit trails.
 Completing monthly procedures, including reconciliation of supplier statements, secondment schedules, expenses schedules
 Checking expense claim forms in accordance with and preparing schedule for payroll in accordance with Finance Policies and Procedures
 Resolve anomalies on supplier statements in a timely manner.
 To ensure all purchase ledger queries and all telephone enquiries are dealt with in a timely manner
 Ensure invoices correspond to delivery notes, purchase orders and statements and that they are all archived appropriately.
 Ensuring VAT is correctly accounted for and assistance with provision of reports for the quarter end VAT return

PURPOSE

3. To maintain the purchase order system

RESPONSIBILITIES

 Matching purchase orders (both Manual and Sage POPS system),
 Reconciliation of month end purchase order reports to ensure commitments are complete
 Liaison with Contacts unit and budget holders

PURPOSE

4. To assist the Finance Directorate to provide financial support to staff

RESPONSIBILITIES

 Liaison with other Directorates, national and regional budget holders
 Liaison with Finance and Contracts staff
 Assist in provision of reports as required
 Communicate on a regular basis with Budget holders and others, which may require travel to other England offices, occasionally.
 To assist to develop staff and budget holders through the provision of purchase ledger and purchase order training for non-financial managers

PURPOSE

5. To assist to review the existing purchase ledger, ordering systems and procedures in order to maintain an improved and robust Finance manual of all policies and procedures.

RESPONSIBILITIES

 Keep manual and intranet information up to date

To undertake other projects and tasks that, from time to time, the Director of Finance or Finance manager or other members of the Finance Team may allocate, which are appropriate to the level and grade of the post. The job description describes the principal purpose and main responsibilities of the job. It is a guide to the nature of the main duties as they currently exist, but it is not intended as a wholly comprehensive or permanent schedule of tasks. The post holder is expected to work flexibly and respond positively to changing business needs.

PERSON SPECIFICATION

MANAGING WORK

 Plans and organises work to achieve objectives by planning ahead, effectively prioritises tasks, setting realistic deadlines and monitoring the progress of work against deadlines.
 Keeps Manager informed of the process of activities and alerts him/her to any difficulties.
 Is sufficiently aware of workload and priorities to know when and how to say no.
 Switches easily between tasks.
 Gives confidence that tasks will be completed within deadlines.
 Identifies potential problems and forewarns the Manager of potential delays and the reasons why.
 Manages others in order to meet deadlines, and identifies others who may need to be involved in order to achieve objectives.
 Contributes to the process of developing policy/business by providing information to line manager.
 Uses resources to achieve value for money by challenging established procedures to look for more cost effective ways of working.
 Represents the team to others to gain the co-operation of others and to ensure the value of the team is recognised.

WORKING WITH OTHERS

 Carries out instructions promptly
 Asks questions to clarify purpose and urgency of task
 Adopts a helpful attitude in dealing with other people.
 Is willing to help others and takes time to assist new staff.
 Presents own point of view in a positive way based on knowledge of subject.
 Is able to handle differences with colleagues diplomatically and know when to seek advice from Manager.
 Ask questions to clarify guidelines, purpose and urgency of task.
 Clarifies issues on which Manager wants to be consulted

PERSONAL EFFECTIVENESS

 Understands how their role fits into the wider picture and how it impacts other areas
 Effective verbal and written communication skills
 Ability to remain calm when under pressure
 Builds productive working relationships with colleagues.
 Maintains confidentiality where appropriate
 Possesses a clear sense of the important points to make and structure them in a logical way.
 Responds constructively and positively to change and identifies the benefits.
 Keeps control in difficult and uncertain situations and reacts quickly to identify the priorities.
 Establishes and maintains a clear picture of what he or she is aiming to achieve.
 Quickly obtains, absorbs and understands information and presents logically.
 Applies policies and procedures.

JOB EXPERTISE/APPLYING SPECIALIST KNOWLEDGE

 Understands the role and contribution of colleagues.
 Understands who to consult and when.
 Keeps abreast of current issues in own section through networks, conferences and other meetings.
 Identifies and pursues opportunities to strengthen specialist skills/professional knowledge base through training and development.
 Has an understanding of how IT can support the achievement of work objectives.
 Is familiar with Sage or other accounting packages and Microsoft applications
 Understands and applies financial instructions and procedures.
 Operates within Financial policies and procedures and contributes to the management of financial information.
 Understands who the customers are, what they need, when it is needed and how it will be achieved.
 Look for new ways of improving the service delivered

It is essential that the post holder has: -

 AAT qualified or part qualified or can evidence that they are qualified by experience
 Evidence of previously being responsible for maintaining the Purchase ledger and ordering system
 Experience of following financial procedures
 Working knowledge of the Sage Line 50 or similar accounting package
 Understanding of project/department/budget accounting
 Excellent Excel, Word and other IT skills, including Windows and Outlook
 Up to date VAT knowledge
 Personal commitment to Equal Opportunities policies and procedures

It is preferable but not essential that the post holder has: -

 Knowledge of the requirements of the Charity/not for profit sector/ Charity Law, Charity SORP
 Understanding of accounting and double entry.
 Understanding of the social care sector
 Knowledge of Sage or use of a variety of accounting systems/packages
 Knowledge and manipulation of data from accounting package in to excel or database.