Job Overview
To support the work of the Finance Department, with specific focus on providing efficient, effective and robust financial arrangements regarding our service users’ finances by recording all financial and supporting information in relation to their monies and regular monitoring and reporting of same.
Operate the computerized invoicing and credit control system (Sage) with specific focus on service users’ monies.
Liaising with Department for Communities, Housing Executive and other government organisations in relation to service user benefits and entitlements.
Main Responsibilities:
Client Invoicing
· Maintain accurate records to support the invoicing process for service user transport, maintenance and utility invoices.
· Maintain/update the client financial database as required.
· Liaise with Service Managers to ensure all charges agree with up-to-date Service User Financial Agreements.
· Liaise with Service Managers to ensure Service User Financial Agreements are updated.
· Complete entry and exit forms for clients when they join or leave the service.
· Process monthly and quarterly invoices to service users/appointees.
· Maintain records of all transactions relating to service users including house accounts, clients’ purchases, invoices and payments.
Client Benefits & Bank Accounts
· Liaise with the Department for Communities in relation to service user benefits, savings thresholds etc.
· Supporting Mainstay DRP as corporate appointee for service users, by completing application forms for social security, pension and housing benefits claims in liaison with care staff/service managers.
· Liaise appropriately with Housing Executive and Supporting People regarding current claims and funding for service users.
· Ensure the Department for Communities, Housing Executive, Health Trust and Supporting People funders are kept up to date in relation to changes to service user’s circumstances.
· Prepare monthly bank reconciliations in relation to service users’ monies.
· Prepare and process weekly transfers to and from service user accounts using internet banking.
· Order items and process payments on behalf of service users and recharge as appropriate.
· Ensure all supporting paperwork is authorised and filed for accounts/audit purposes.
General Administration
· Assist with general and finance administration as required, including filing and archiving documents, filing invoices and receipts tracking
· Regular banking, making trips to the bank for lodgements and collecting withdrawals on behalf of Mainstay DRP and service users.
· Assist with the ordering, recording and distribution of PPE across the services.
· Provide a professional, responsive reception cover as and when required to cover reception staff absence.
· Answer telephone professionally, dealing with queries and transferring to the appropriate people quickly and efficiently.
· Process incoming mail and distribute appropriately.
· Frank and record outgoing mail, ensuring it is posted in a timely manner.
· Ensure stationery and office equipment are stocked effectively and liaise with suppliers in ordering of same.
· Ensure the meeting room is prepared for meetings when required.
Additional Responsibilities
· Maintain an open, friendly, sympathetic, informative and professional relationship with colleagues, service users and committee members.
· Ensure that conduct within and outside the service does not conflict with professional expectations of the Mainstay DRP.
· Carry out any other duties that are within the scope, spirit and purpose of the job as requested by management.
Person Specification
Essential
· Relevant qualification to at least Level 3 (A Level, NVQ, BTEC) in a finance or business related area.
· Minimum of 1 years’ experience working in a role involving finance related tasks and financial record keeping using computerised systems.
· Experience in using SAGE 50 Accounts for invoice processing and journal entry and bank reconciliations.
· Highly organized.
· Strong attention to detail and accuracy.
· Ability to work in a confidential and professional manner.
· Strong IT skills, particularly in Microsoft packages, Sage and databases.
· Strong willingness to upskill, developing own skills and to keep up to date with relevant guidelines and legislation.
· Excellent communication skills, both written and verbal.
· Strong teamwork ethos to work as part of a small, busy office team.
· Ability to work on own initiative where required and to tight deadlines.
· Access to a suitable vehicle (appropriately maintained and insured for business purposes) or other suitable form of transport which will enable the successful candidate to fulfil the requirements of the role.
Desirable
· Knowledge of the Department for Communities benefits system.
· Knowledge of the Housing Benefit system.
Mainstay DRP is an Equal Opportunities Employer.
TERMS AND CONDITIONS
Job Title: Finance Officer
(Temporary contract - 9 to 12 months)
Location: Mainstay DRP
Reports to: Finance Manager
Hours of work: Up to 33 hours per week Monday to Friday
(Office Based)
Hourly Rate: £15.25 per hour
Benefits: Health Cash Plan
Employee Assistance Programme
Pension
Support to gain market-leading qualifications
Annual Leave 28 days per annum (inclusive of bank holidays)
Pay: £15.25 per hour
Benefits:
- Free parking
- On-site parking
Work Location: In person
