Job Description
Summary:
5 Months Contract
The role involves supporting the Housing Support Accountant in managing the daily operations and administration of payment functions. This position is crucial for ensuring timely payments and compliance with statutory, contractual, and audit requirements. The role demands collaboration with various teams and external partners to maintain financial integrity and support the Council’s strategic financial objectives.
Responsibilities:
* Collaborate with colleagues to achieve the Council’s medium-term financial strategies and support the Strategic Plan.
* Analyse and interpret financial information, providing necessary support to the Housing service area regarding Housing Payables.
* Work cooperatively with the Housing Support Finance team, service teams, external partners, and auditors.
* Support all financial aspects of Housing Payables finance.
* Ensure adherence to key deadlines, challenge existing procedures, and propose improvements.
* Identify emerging issues and recommend corrective actions proactively.
Specific Duties:
* Assist in managing the Housing Invoices mailbox effectively.
* Review and organize incoming emails with invoices and related documents.
* Catalog invoices into appropriate folders for processing.
* Gather information for setting up new vendors on the accounting system.
* Process invoices and other payment requests through document imaging software.
* Raise and approve purchase orders, matching them with works orders in Orchard.
* Match goods received notes against invoices.
* Ensure correct finance and project codes are applied, including VAT calculations.
* Process monthly direct debit transactions accurately.
* Ensure VAT compliance and assist in managing VAT processes.
* Respond to purchase invoice queries promptly.
* Promote the use of Purchase Orders and provide guidance on correct vendor usage.
* Maintain resident and meter details for utility connections.
* Process compliance-related service invoices and verify stock purchase order invoices.
* Manage invoices without purchase orders by raising purchase quotes and obtaining approvals.
* Review and process credit notes for accuracy.
* Check supplier statements monthly to identify missing invoices.
* Resolve discrepancies with suppliers regarding charges and billing.
* Accurately enter invoice and credit note details into Business Central.
* Process Recharges and complete sales invoices for accounts processing.
Other Duties:
* Champion and implement change proactively.
* Work within performance frameworks, policies, and procedures to facilitate continuous improvement.
* Undertake additional duties as required within the scope of the Housing Support Finance Team.
* Promote and adhere to the organization’s workplace values.
Requirements
* Proven experience in financial administration or a related field.
* Strong understanding of accounting principles and VAT compliance.
* Proficiency in using accounting software and document imaging systems.
* Excellent organizational skills and attention to detail.
* Ability to work collaboratively with internal and external stakeholders.
* Strong analytical and problem-solving skills.
* Effective communication skills, both written and verbal.
* Ability to manage multiple tasks and meet deadlines.
* Experience in processing invoices and managing vendor relationships.
Requirements
Essential Qualifications/Knowledge: GCSEs A*- C (9-4) or equivalent in English and Maths. Willingness to undertake relevant learning and development. Desirable Qualifications/Knowledge: NVQ Level 2 or 3. Customer care qualification/training. Basic knowledge of relevant legislation, policies, and procedures. Essential Experience: Proficiency in Microsoft Software Packages (Word, Excel, Outlook). Experience in providing information and signposting customers professionally across various communication methods. Proven track record of delivering effective business support services. Administrative experience with a solid understanding of office procedures. Ability to prioritise workload to meet deadlines. Experience in maintaining documents, records, and data. Desirable Experience: Experience in process improvements. Essential Skills: Ability to resolve customer issues and keep them informed. Competence in processing basic service requests. Strong customer care skills and initiative in handling inquiries. Effective communication skills for providing information and addressing customer needs. Numeracy skills for calculations and data accuracy. Literacy skills for handling correspondence and documents. Decision-making skills based on criteria evaluation. Teamwork skills to collaborate effectively with colleagues. Time management skills to prioritise tasks and meet deadlines. High level of accuracy and attention to detail.