Job info |
Job info details |
Job title |
Finance Officer - Accounts & Systems |
Strategic team/Directorate |
Finance |
Service |
Finance |
Business unit |
Systems & Information |
Responsible to (day to day issues) |
Principle Finance Officer - Accounts & Payroll |
Accountable to (line manager) |
Principle Finance Officer - Accounts & Payroll |
Salary grade |
12 - 17 |
JE ref |
JOT155 |
1. Key purpose of job
- To provide timely, accurate and relevant automated financial and non-financial
information for a number of council systems to support service managers.
- To provide timely, accurate and relevant automated financial information to support
Finance Staff in providing a comprehensive accountancy service.
- To provide training to service managers and finance staff on the use and interpretation
of automated financial and non-financial information.
- To liaise with service managers and finance staff to develop automated solutions to
manual processes.
- Provide support to the FIMS & Financial Systems Account Manager (who is responsible
for the maintenance and development of all related Finance Systems), in relevant tasks
to ensure cover for absence.
- Provide support to the Principal Finance Officer – Accounts & Payroll (who is
responsible for the maintenance and development of the Finance System & Payroll
costing), in relevant tasks to ensure cover for absence.
- To be wholly responsible for the production, management, reconciliation and
distribution of all VAT reports to the VAT Accountant.
- To be responsible for, and provide an administrative & support service for Bankline and
Real Asset Management Systems This will include making decisions on system
changes and automating current manual practices.
2. Anticipated outcomes of post
- That information provided to service managers and finance staff supports better
decision making, productivity and efficiency improvements.
- Accurate financial information is provided for the production of statutory and other
council data returns in a timely manner.
- That the training provided to service managers and finance staff leads to greater
understanding and use of service specific information.
- The development of the council’s Purchase to Pay financial module meets the needs of
Financial Services and the organisation.
- The VAT accountant has accurate and timely reports to make the necessary statutory
returns.
- First point of contact for FIMS related queries and issues.
- Bankline and Real Asset Management systems are well supported.
- To ensure that the Payroll system remains in balance with the General Ledger and all
related third party payments are reconciled between systems.
3. List key duties and accountabilities of the post
- Provide back up to the Principal Finance Officer – Accounts & Payroll.
- Assisting the Principal Finance Officer – Accounts & Payroll in processing and
reconciling the payroll costings for internal and external clients as well as administering
payments on behalf of the clients to 3rd party suppliers such as HMRC and Pensions.
- Work with Principal Finance Officer – Accounts & Payroll in ensuring payroll related
processes and procedures are kept updated and reviewed.
- The day to day housekeeping of the Purchase Management module.
- To provide timely, accurate and relevant automated financial information for a number
of council systems including (but not limited to):
▪ FIMS – Financial, Information & Management System
▪ SPAR - Performance Data
▪ Payroll – MyView (user interface) & Zellis (core Payroll System)
▪ HR – Workforce Planning
▪ OpenRevs – (e.g. Council Tax, NNDR, Housing Benefit system)
▪ Corporate Debt View
▪ Print / Sefas / Cirrato (Printing & Photocopying software)
▪ Adelante – Income Management & Card Payments
▪ Taranto Car Parking System
- To be responsible for and to be the first point of contact for users of Bankline and Real
Asset Management systems and to provide system support and maintenance This will
include making decisions on system changes and automating current manual practices.
- Deliver training, either in a group session or individually to staff.
- Write guidance/training manuals for staff to use the automated reporting for FIMS and
system procedure process mapping for the FIMS Team.
- Provide support as required to service staff and finance staff on the required reports
and to lead on the delivery of the FIMS helpdesk function.
- Provide maintenance and assist with development & support on the council’s Financial
Systems.
- Although sitting in Financial Services this is a key technical post that requires IT skills in
order to perform these duties.
- Project Work:
▪ Assist in the development of new / updated financial (and related) projects as and when
required.
▪ Suggest areas of potential improvement and implement when agreed.
- To provide a support service for users of the FIMS modules and provide support for the
Financial Services System helpdesk.
- Ensure that the principles of the Data Quality & Protection Policies are applied and that
users of the Financial Information & Management System are made aware of their
responsibilities with regards the policy.
- To be wholly responsible for the production, management, reconciliation and
distribution of all VAT reports to the VAT Accountant. On a monthly / quarterly basis
ensure that all VAT reports are run and reconciled to FIMS before distributing to the
VAT Accountant. Ensuring any variances are accounted for and corrected if necessary.
4. Budgetary/Financial Responsibilities of the post
5. Supervision/Line Management Responsibilities of the post
6. Working environment and conditions of the post
- Normal working environment and conditions.
7. Physical demands of the post
8. Specific resources used by the post
- .Usual IT equipment and accessibility for office working and home working.
9. Key contacts and relationships
- External
▪ External Auditors
▪ Council partner organisations and subsidiary companies
▪ IT Software providers
▪ Creditors and Debtors of the Council
▪ The Council’s bankers
▪ HMRC, Pension Providers
▪ DWP
- Internal
▪ Service staff at all levels
▪ All Finance Staff
▪ Internal Audit
▪ FIMS, Logi & Cognos Users
▪ Payroll Services and other support services
10. Other duties
- To undertake additional duties as required, commensurate with the level of the job.
Other Information
- All staff must commit to Equal Opportunities and Anti-Discriminatory Practice.
- The Council operates a Smoke-Free Policy and the post-holder is prohibited from smoking in
any of the Council's buildings (including Council owned and Council leased buildings, but
excluding designated areas in residential schemes), enclosed spaces within the curtilage of
buildings, and Council vehicles. The Council does not permit smoking breaks within work time,
however, in services where the flexi-scheme is in operation, employees may take reasonable
break times outside of core hours, in accordance with flexi-time arrangements. Employees
should follow the flexi-scheme procedure for agreeing time away from their duties in the normal
manner with their immediate colleagues and line manager, with break start and finish times
being recorded, as with any other break-time arrangement.
- The post-holder is expected to familiarise themselves with and adhere to all relevant Council
Policies and Procedures.
- The post-holder must comply with the Council’s Health and Safety requirements as outlined in
the H&S policy appropriate to the role.
- This post is historically based at Tor Hill House although changes to working from home
practices allow for permanent or hybrid home working.
- The post-holder must be committed to the Council’s Core Values for employees – “Torbay
Council employees are committed to being forward thinking, people orientated and adaptable -
always with integrity”. Evidence will be sought during the probation and appraisal processes.
- If you are required to use your own vehicle on Council business or drive a council vehicle you
will be asked to provide information on any driving endorsements by accessing
www.gov.uk/view-driving-licence and providing a code to your Line Manager in order to share
your driving licence information with the Council.
- You will be asked to complete a Criminal Records Self Declaration Form. Criminal convictions
will only be taken into account when they are relevant to the post. You will only be asked to
disclose ‘unspent’ convictions.
- Torbay Council is committed to safeguarding and promoting the welfare of children and
applicants must be willing to undergo the checks appropriate to the post applied for.
Person Specification
Note for Candidate
All Candidates
The supporting statement on your application form will be used to assess ability to meet the essential requirements of the role, so you should explain how you meet each of the numbered essential requirements within your supporting statement.
In a competitive situation, the desirable criteria may be taken into consideration, so you are encouraged to show how you also meet each of the desirable criteria.
Candidates who consider that they have a disability
Reasonable adjustments will be made to the job, job requirements or recruitment process for candidates with a disability.
If you consider yourself to have a disability you should indicate this on your application form, providing any information you would like us to take into account with regard to your disability in order to offer a fair selection interview.
Where ever possible and reasonable we will make adjustments and offer alternatives to help you through the application and selection process.
If you have indicated that you have a disability on your application form you will be guaranteed an interview if you clearly demonstrate in your supporting evidence how you broadly meet the essential requirements of the role.
Job info |
Job info details |
Job Title |
Finance Officer - Accounts & Systems |
Strategic team/Directorate |
Finance |
Service |
Finance |
Business unit |
Systems & Information |
Skills and effectiveness
Essential skills and effectiveness
- Able to demonstrate effective communication to non-finance colleagues at all levels and to
create effective working relationships which enhance and develop the finance service to
managers.
- The ability to work with a variety of customers and forge effective working relationships (e.g.
working alongside budget holders, finance staff and senior officers and to adapt to local
needs).
- Able to convey financial and technical information accurately and simply in a manner that is
easily understood by all recipients.
- Able to manage a piece of work ensuring that all milestones are achieved and deadlines are
met.
- Customer focused.
- Flexible approach, able to work on own initiative and as part of a team with competing
deadlines. The post holder is required to be quick thinking with a calm, patient and
pragmatic manner.
- Able to work well with competing demands and cope with a continually changing working
environment.
- The ability to provide information to support the completion of statutory grant and other
returns with accuracy and timeliness.
- Able to undertake a diverse workload and produce desired outcomes within deadlines.
- The necessary skills to assist with system issues and decide on the fixes applicable.
- The IT technical skills required to complete the key duties of the post.
- Ability to contribute to technical projects to develop/update reporting solutions.
- The ability to gain detailed knowledge and use this to enhance system process.
Desirable skills and effectiveness
- Effective presentation skills.
- Able to prepare and present documented material accurately and clearly than can be easily
understood by a diverse audience.
- Skills in database administration.
Knowledge
Essential knowledge
- Working and up-to-date knowledge of IT based systems. In particular - Knowledge of
Financial Information Management Systems is essential to performing this job adequately.
- Up to date, working knowledge of Windows-based software and of Microsoft Office
applications; in particular a good level of knowledge in TEAMS, Excel, Word & Outlook.
- Working knowledge of Local Authority accounting and relevant guidance (including
Financial Regulations, LA Open Data).
- Technical knowledge on how to support & maintain several different databases.
- Some previous recent knowledge of database administration.
- A deep understanding of source systems will be required, and creative solutions required
to replace manual process with automated ones.
Desirable knowledge
- Knowledge in the application of policy relating to Data Protection and Data Quality.
- A high level of knowledge of excel and its technical functions.
Experience and achievements
Essential experience and achievements
- Recent experience of working within a financial environment for a complex organisation.
- Up to date experience of critically evaluating and explaining financial information to finance
staff and budget holders.
- Current experience of providing timely, accurate and relevant automated financial
information from a number of different databases.
- Relevant technical experience of system administration & development.
Desirable experience and achievements
- Experience in budget monitoring, budget preparation and closedown procedures within a
local authority.
- Some relevant experience in providing training either on a one-to-one basis or to a group.
- Previous experience of writing guidance and training manuals for staff to use.
- Experience of assisting and putting forward ideas in technical projects to develop/update
reporting solution.
- Some previous, successful experience of working as part of a project group.
- Experience of reviewing procedure and suggesting system solutions to improve service
delivery.
Qualifications/professional memberships
Essential qualifications/professional memberships
- Educated to GCSE standard, including pass grades for Maths and English (or equivalent).
- Association of Accounting Level or equivalent.
- MOS or ECDL European Computer Driving Licence equivalent.
Desirable qualifications/professional memberships
- PRINCE 2 Foundation Level or equivalent.
Other requirements
Other requirements of the job role
- Ability to potentially travel around the Bay/Southwest/UK to carry out duties.