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