Finance Officer Belfast £26,000

Principal duties and responsibilities

1.       Ensure Crossroads Computer systems are kept up to date and data is inputted accurately and within a timely manner.

2.       General office duties including the use of Word, Excel and answering the telephone, taking messages and dealing with enquires.

3.       Verify care worker timesheets in a timely manner, ensuring that timesheets are recorded and accurately reflect care hours worked in conjunction with the Scheme Manager.

4.       Ensure rotas, availability sheets, weekly timesheets and expenses are correct, bringing any concerns to the attention of the Scheme Managers.

5.       To assist with the accurate recording of information such as annual leave, sickness absence and any other periods of leave on computer systems.

6.       Liaise with HR and Operations regarding staff changes, such as change of contracts and update financial information on system.

7.       Complete Health and Social Care Trust financial returns such as MDS for relevant Trust areas, within provided deadlines.

8.       Assist in the financial returns for any local authority or Health and Social Care Trust as required.

9.       To prepare and invoice private clients for hours, mileage and expenses.

10.    To ensure that contact details are updated on computer systems.

11.    To process any new start or leaver records on computer systems including the calculation of annual leave.

12.    To assist in the timely preparation and issuing of timesheets, payslips, memos and annual leave cards.

13.    To attend study days, seminars and courses as determined by Operations Manager.

14.    To ensure the smooth running of the administrative and financial tasks in absence of colleagues.

15.    Ensure that the management systems of Crossroads Care NI are always adhered to.

16.    Undertake other duties appropriate to the role

Finance / Payroll Department

1.       Assist the operations manager with the overall management of the company’s payroll systems delivering a quality payroll service in accordance with agreed procedures and deadlines

2.       To be responsible for financial information by recording accurately, income and expenditure, invoicing and other financial transactions as necessary.  This information must be provided in the format required within the stipulated time frame.

3.       Support the Operations Manager with the timely and accurate delivery of the payroll and related client services, including record keeping, invoicing and statistical reporting

4.       To assist in the responding to all payroll queries

5.       To Assist the posting of monthly pension payments keeping reports up to date

6.       Post cashbooks / lodgements

7.       To assist the preparation of bank reconciliations for all bank accounts

8.       To support the Input of monthly scheme invoices

9.       Assist in the monitoring of sales and costs budgets

10.    Assist the preparation and analysation of the aged debtors reports for credit control purposes

11.    Ensure sound credit control procedures are adhered to

12.    Assist in the completion cashflow forecasting

13.    Complete housing benefit, social security or mortgage request forms from outside bodies

14.    Liaise with Legal and General and any other relevant pension providers and be responsible for auto enrolment / New Joiners / Opt Out / Opt In and respond to all pension queries

15.    Assist in the End Of Year reporting for all company payroll reports

16.    Produce, update and report monthly to HMRC – RTI and EPS

17.    Deal with ad hoc enquiries from admin staff / care staff / HMRC / Pension provider and other external providers

18.    Deal with enquiries from office staff / care staff / customers / suppliers and various trust enquiries

19.    Assist in the completion of quarterly / yearly surveys of capital expenditure / employment surveys from NI department of finance and personnel

20.    Collate and produce information, write ups, statistics, yearly events and specific projects for annual reports

Other Administration and Reception Duties

1.       When required, note take at meetings and type up minutes.

2.       To organise paperwork and maintain a timely and efficient filing system.

3.       To collate files for new clients and maintain in accordance with GDPR.

4.       To carry out receptionist duties including answering the telephone, front door; checking and distributing post, e-mails and photocopying.

5.       To open, record and distribute post within Crossroads and frank and take post to the post office.

6.       To distribute and maintain a record of issued items including PPE and any other Crossroads property.

Compliance

·         Ensure compliance with:

o    UK GDPR and Data Protection Act 2018.

o    HMRC payroll regulations

o    Employment legislation applicable to NI

o    Pension auto-enrolment requirements

o    Company financial policies and procedures