Accounts Assistant – Fixed Term Contract until 31st March 2015 ...

AUTHORITY:
Carrickfergus Borough Council
Post Ref.: SS03
JOB TITLE: Accounts Assistant – Fixed Term Contract until 31 st March 2015
DEPARTMENT:
Support Services
SALARY GRADE: 6
RESPONSIBLE TO: Management Accountant
LOCATION:
The post is currently located at the Museum and Civic Centre but may
be based at any Council facility
FUNCTION AND PURPOSE OF POST:
1. The post holder will uphold the Core Values of Carrickfergus Borough Council and will
work to achieve wider organizational objectives as laid down in the Corporate Plan.
2. The main reason for the position is to produce day to day financial reconciliations and
financial analysis of accounts to assist the Management Accountant (1) in reconciling
the annual budgeted expenditure/income with the annual actual expenditure, and (2) to
assist the Financial Accountant in preparing the monthly/annual financial statements of
the Council.
3. The post holder will ensure “Best Value” performance and service delivery in all areas of
work.
PRINCIPAL DUTIES AND TASKS:
1. Produce annual estimate of salaries and wages for all Council Departments. Meet with
Directors and Heads of Section to agree. Produce estimate of insurances and various
utilities. Make budget transfers from various sheets.
2. Assist in the preparation of monthly salaries and wages variance analysis schedules to
compare budgeted expenditure with actual expenditure in respect of the Chief
Executive’s Office and Departments. Prepare such other monthly expenditure variance
analysis schedules as directed by the Management Accountant and distribute to
Department Heads.
3. Processing and investigating all insurance claims including location meetings with
claimants and solicitors. Arranging cover for special or new risks. Meeting Insurance
Company personnel and Solicitors. Attending court cases on behalf of Council in
respect of claims. Advising Council Officers and Members on all insurance matters.
Administering the tender process.
4. Calculate and process advances for Members and Officers using both British and
overseas rates. Issue foreign currency purchased from the bank. Collect receipts and
calculate over or under spends. Design and maintain systems for the monitoring of
Members courses and conferences.
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Accounts Assistant – Fixed Term Contract until 31/3/15
Job Description continued
PRINCIPAL DUTIES AND TASKS continued:
5. Prepare utility Accruals/Pre-payments etc. at year end and journal same. Prepare an
Insurance allocation across Council. Analysis of legal fees/contributions/donations.
Produce report on Related Party Transactions in line with Financial Reporting Standard
8.
6. Examine Bank statements and journal all charges. Maintain a schedule of all lease
agreements. Process by journal all internal transfers and maintain schedules of same.
7. Meet Mayor and Deputy Mayor on a regular basis to discuss and advise on their budget
expenditure. Check all Mayor and Deputy Mayor expense claims, process for approval
and raise cheques.
8. Communicate with debtors to mediate and remove misunderstandings and reach
agreement for payment.
9. Process overdue accounts to collection agency. Process debts to Small Claims Court
and attend to represent Council. Liaise with Legal Services on debtors.
10. Assist with checking for accuracy of timesheets input for weekly / monthly payroll.
Provide back up cover for Payroll Administrator. Hold authority to authorise the
transmission of monthly and weekly payroll by BACS.
11. Hold authority for the transmission of monthly payables by BACS.
12. Draft cheques as required.
13. Calculate and process mileage claims to input to salaries.
14. Code and journal company credit card expenditure.
15. Complete and transmit the quarterly borrowing and lending statistics to Statistics
Branch. Income statistics for preparation of sea bed rental from Crown Estates.
Complete the Northern Ireland Annual Business inquiry.
16. Prepare miscellaneous financial analysis and schedules as directed by the
Management Accountant or Financial Accountant. Provide financial information in reply
to enquires received under FOI. Transfer cash to and from Councils bank accounts in
line with insurance security requirements.
• CONFIDENTIALITY: The post holder must respect the confidential nature of
Council’s business and agree not to communicate such information externally or
internally whether verbally, in writing or by electronic means without the explicit prior
consent of the appropriate authority.
• OTHER DUTIES: Any other duties commensurate with the salary and hours of work
as may be required.
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Accounts Assistant – Fixed Term Contract until 31/3/15
Job Description continued
Note to Candidates: Please read the following section carefully prior to completing
your application form.
PERSON SPECIFICATION:
Essential: (this will be used for short-listing purposes)
The applicant must have a minimum of 5 GCSE’s (to include Maths and English
Grade C and above) or equivalent, and in addition, must hold or be studying for a recognised
Accountancy qualification, e.g. CCAB or Institute of Accounting Technicians.
To be short listed for interview, applicants must demonstrate clearly on their application form
that they meet the above criteria in the Person Specification.
Human Resource Section 21 March 2013
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CARRICKFERGUS BOROUGH COUNCIL
SUMMARY OF CONDITIONS OF SERVICE
ACCOUNTS ASSISTANT (FIXED TERM UNTIL 31/3/15),
SUPPORT SERVICES DEPARTMENT
The appointment will be subject to the Scheme of Conditions of Service of the National Joint
Council for Local Government Services and to the relevant policies and procedures of
Carrickfergus Borough Council, all the foregoing as amended from time to time. These
policies are held in each Department and can also be viewed in the Human Resources
Section, or by contacting your relevant line manager.
WAGES
All wages will be paid into a bank or building society account, monthly, three banking days
before the end of the month.
HOURS OF DUTY
The working week for this post is 37 hours per week, Monday to Friday (flexi).
ANNUAL LEAVE
Will be in accordance with the provision of the Scheme of Conditions of Service
recommended by the National Joint Council. The minimum paid annual leave entitlement is
twenty one days with a further four days after five years of continuous service. The
entitlement as expressed applies to five day working patterns. For alternative working
patterns an equivalent leave entitlement should be calculated. For part-time posts this will be
pro-rata.
SUPERANNUATION
The person appointed will, unless they opt out in writing, become a member of the Northern
Ireland Local Government Officers’ Superannuation Scheme. Deductions currently amount
to 6% of salary.
SICKNESS PAYMENTS
Entitlement to sickness payments will be in accordance with the Scheme adopted by the
National Joint Council for Local Government Services.
An employee who is prevented by illness from reporting for duty shall notify their line
manager. If his/her absence continues after the third day he/she should provide further
notification on the fourth day as to the nature and probable duration of his/her illness.
For all absences in excess of seven calendar days. Doctors’ Statements must be submitted
promptly to the Council. During or following, any period of absence due to illness or accident
exceeding 3 weeks, an employee may be required to submit to medical examination(s) by the
Council’s medical officer.
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Accounts Assistant fixed term until 31/3/15)
Conditions of Service continued
PROBATION
The appointment will be subject to a probationary period of 6 months.
DOCUMENT REQUIREMENTS (applies to all new appointees)
Before taking up duty the person will be required to: -
a) Produce medical evidence of fitness for work (i.e. a Doctor’s Certificate) or if required,
submit to a medical examination by the Council’s Medical Officer.
b) Produce a copy of their Birth Certificate for inspection.
c) Produce documentary evidence, if appropriate, of qualifications mentioned on his/her
application form.
d) Produce documentation to prove eligibility to work in Northern Ireland, e.g. a copy of your
current Passport and a copy of your Birth Certificate (both of these MUST be provided).
OFFICIAL CONDUCT
An employee shall devote his/her whole time services to the duties of the office and not
engage in any other employment without the express consent of the Council.
CONFIDENTIALITY
The post holder must respect the confidential nature of their work and agree not to
communicate such information externally or internally whether verbally, in writing or by
electronic media without prior consent.
NOTICE
Notice of termination of employment by the Council will be not less than the statutory
minimum, as follows: -
PERIOD OF CONTINUOUS EMPLOYMENT
More than one month but less than two years
Two or more years
Twelve or more years
MINIMUM NOTICE
One week
One week for each complete year of
service
Twelve weeks
Notice of termination of employment by the employee will be not less than one calendar
month.
CANVASSING
Canvassing in any form, oral, written, direct or indirect will, if proved to the satisfaction of the
Council, disqualify a candidate for appointment.
Human Resource Section 21 March, 2013
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