Regional Finance Administrator (Maternity Cover - 12 months)

MAIN DUTIES & RESPONSIBILITIES

(This job description is not a complete listing of all duties but contains the key elements of the role).

1. Ensure payment of all invoices submitted to the region after ensuring that they have been authorised and approved for payment; and that the appropriate method of payment has been identified. Clarifying queries including any outstanding payments and ensuring budget/cost codes are properly applied in the purchase ledger.
2. Ensure information for the Regional General Fund is properly recorded including checking bank statements to ensure no unidentified transactions; cancelling cheques if appropriate and reconciling all bank transactions using data provided from Central Office finance.
3. Ensuring all entries (income and expenditures) for the Regional local fund are processed; checked and allocated the appropriate budget/cost codes.
4. Process members expenses in the region; checking claims for compliance; seek relevant authorisation; book of overnight accommodation where required, book flights where appropriate; arrange travel including issuing travel warrants or using on line systems. Ensure correct budget/cost codes are used in this process and that payments are made via electronic systems or cheque as appropriate.
5. Check member benefits for payment ensuring proper qualification for benefit and regional authorisation. Arranges payment via electronic systems or cheque as appropriate.
6. Check dispute benefits payments ensuring that benefit is appropriately applied via contact with local Officers and staff.
7. Interrogate and amend membership information on the Stratum system where required.
8. Assist branches in the creation of accurate and auditable accounts; submission of their quarterly returns and ensures they are kept up to date.
9. Undertake random and scheduled auditing of branch accounts on behalf of the Regional Secretary ensuring branch rules are properly applied.
10. Liaise with Branch Secretaries to explain and arrange branch administration payments. June 2023
11. Receive record and keep secure all sources of income - allocate, process and receipt all monies and reconcile accounts.
12. Process and administer credit card payments made by members.
13. Keep petty cash secure and ensure that any cash paid or received is properly verified, controlled and monitored to avoid theft or fraud.
14. Collaborate with Regional IT and others in the setting up and clarification of branch codes.
15. Undertake any other administrative functions required by the Regional Secretary or departmental head.
16. Seeks to continually improve procedures and processes relating to all of the above areas.
17. Cooperates and collaborates with other regional administration colleagues whenever required to meet specific deadlines and/or targets in the region.

PERSON SPECIFICATION

Job Title:

REGIONAL FINANCE ADMINISTRATOR

Experience Required

1. Previous office experience in a finance capacity.

Education/Qualifications

1. Competent use of all Microsoft Office applications particularly Excel.
2. It is desirable for candidates to be part qualified, working towards or willing to undertake an accountancy qualification.

Skills/Knowledge/Ability

1. Good interpersonal skills, the ability to communicate with people at all levels.
2. Displays a flexible and co-operative approach to initiating and completing changes of processes / working practices.
3. Discretion and the ability to work to a high degree of confidentiality.
4. Awareness of security issues relating to cash handling etc.
5. Ability to work under pressure and meet deadlines.
6. Ability to prioritise workloads.
7. Working knowledge of office systems and procedures.
8. Ability to extract statistics from computer records.

Skills/Experience - desirable but not essential

1. Understanding of the principles of Trade Unions representing working people.