Finance and Administration Assistant

KEY DUTIES AND RESPONSIBILITIES

Residents Monies

• To liaise with Stricklands Care Village Management and Senior Support Workers to ensure residents cash drawdowns are in line with support plan as approved by Health Trust.
• To withdraw monies from NIID resident monies bank account or residents’ own account (as laid down in support plans) on weekly basis (or as necessary).
• To maintain all records for the Finance Office relating to resident’s monies.
• To liaise with Stricklands Care Village Administrator to ensure records are maintained of transfers of monies between Finance Office and Stricklands Care Village and then onto residents.
• To complete reconciliation of the NIID resident monies bank account on monthly basis on sage.
• To review and audit as appropriate the residents cash sheets.
• To complete monthly audit of resident’s cash box held in Finance Office to resident’s cash records.
• To complete monthly audit of resident’s cash box held in Stricklands Care Village Support Office to resident’s cash records.
• To complete quarterly audit of items held in safe for residents.
• To complete quarterly audit of the NIID resident monies bank account for unrefunded bank fees.
• To complete monthly spot checks of resident’s cash boxes to ensure compliance with the financial procedures.

Finance

• To ensure processing of all cash/cheques received and making lodgements to bank on timely basis.
• To maintain petty cash account records for admin and monthly posting of expenses to sage.
• To maintain petty cash account for activities co-ordinator and monthly posting of expenses to sage.
• To ensure that any use of company van by residents is invoiced to the resident on a monthly basis from sage.
• To monitor and record pay point transactions as notified by Stricklands Care Village administrator daily.
• To post all pay point transactions to sage and to complete monthly reconciliation of pay point account.
• To prepare payments schedules for month end payment runs.
• To support Finance Manager when required, with tasks related to monthly management accounts, such as, posting journals, wages accruals etc.
• To liaise with other members of the Finance Team to ensure smooth running of Finance Department and to ensure information is provided on a timely and as accurate basis as possible.
• To support internal control process regarding all work in finance.

General Administrative Duties

• To carry out, as required, general admin and office duties, such as, answering telephones, dealing with post, greeting visitors, preparing rooms for meetings, ordering and monitoring of stationery and other materials, supplies and services etc.
• To engage in training as necessary for the successful carrying out of the above post.
• To engage in “on the job” training relating to tasks which remain primarily under the responsibility of other members of the Finance Team, e.g. payroll, purchase ledger processing and banking, to ensure transfer of skills between all staff and to help ensure the smooth running of the finance department during periods of unexpected absences.
• To engage in “on the job training” with other members of the Finance Team, relating to the tasks which remain primarily your responsibility. Again, this is to ensure the smooth running of the finance department during periods of unexpected absences.
• When required, provide general administrative support to senior management as well as the Human Resources and Compliance & Assurance departments. These duties may include but are not limited to:
• Notetaking at meetings
• Filing and archiving of company records in line with General Data Protection Regulations (GDPR)
• The successful candidate may occasionally be required to travel offsite to carry out these administrative duties.

Successful candidates must possess a minimum of 4 GCSE’s at Grades A – C including English and Maths or equivalent. They should have a minimum of two years’ experience working within an admin department or similar environment and experience of using Microsoft Office tools.

Successful candidates will be subject to a disclosure check, carried out by Access NI.

TO APPLY: Please download the application pack. The Equal Opportunities monitoring form should be returned in a separate envelope marked for the attention of the Monitoring Officer

NOTE TO ALL APPLICANTS: Please only use the space provided to complete your application - do not alter the application form in any way (applications must be submitted as attached – you may attach additional pages if you wish).  CVs will not be accepted.

For further details including salary information, please email [email protected] or call 028 91474845, quoting reference: HO1017.

Closing Date: 12pm on Thursday 19th October 2017

NIID is an equal opportunities employer.