St. Columba's Hospice

St. Columba’s Hospice

Vacancy Information Pack Position: Finance Assistant

Part-time 22.5 hours per week

Please apply using a Hospice Application Form (included in this pack)

GRADE: Band 4

HOURS: 22.5

SALARY SCALE: £19,502 to £22,458 pro-rata + Pension

CLOSING DATE: Wednesday 23 March 2016

This post requires the post holder to have a criminal records check at Basic level. An application will be made to Disclosure Scotland and deemed satisfactory before they can begin in post. A joint application will be made which the Hospice will pay for.

We want to ensure that as much of our resources as possible go towards supporting people with a terminal illness and therefore we do not normally contact unsuccessful applicants individually. If you have not heard from us within four weeks of the closing date, please assume that your application has been unsuccessful on this occasion. However, we would encourage you to apply for other suitable roles. Thank you for your interest in this vacancy and in working for St. Columba’s Hospice

March 2016 Page 1 of 18 St. Columba’s Hospice

VACANCIES

The St. Columba's Hospice in-patient unit treats over 450 patients and cares for their families every year, free at the point of need. We have an exceptional clinical environment and are committed to delivering the highest quality care to patients and support to their families. Our patients face a range of conditions, including cancer, respiratory disease, heart failure and MND. We currently have a full-time vacancy to join our dedicated nursing team: Finance Assistant Band 4 £19,502 to £22,458 pro-rata + Pension Part-time (22.5 hours per week)

The role is a part-time Accounts Assistant position covering purchase ledger, sales ledger, cahier duties, and bank reconciliation duties. On top of these duties you will be involved in a little bit of payroll and other duties that deem fit for the role. This position reports into and works closely with the Management Accountant.

The business uses a Sage 200 accounts package and Excel skills are a must have if you want to be considered.

This is a great role offering a very competitive salary and contributory pension scheme. If you have the experience required and you have a keen understanding of sales, purchase ledger, cashier and bank reconciliation please apply today.

For an application form and job description, visit our website at www.stcolumbashospice.org.uk alternatively call 0131 551 7722 or by email [email protected]

Closing date: Wednesday 23rd March 2016

Scottish Charity No SC003634

ST COLUMBA’S HOSPICE

JOB DESCRIPTION

1. JOB IDENTIFICATION

Job Title: Finance Assistant

Band: 4

Responsible to : Management Accountant

Department: Finance

Reference: STC-FIN-002

Last Update : 8 March 2016

2. JOB PURPOSE

To provide comprehensive accounting assistance and support to the Accountant; Ensures financial information is processed in accordance with procedures and in order to provide information, through completion of own work & through the coordination of the work of others (eg volunteer) Investigates financial enquiries, providing assistance & advice as required. Ensures that work is completed in line with financial timescales and legal requirements. May provide advice to internal clients regarding e.g. financial information

To record all invoices 10%, record payments and receipts from Cyber-till 30%, reconcile bank accounts 20%, cashier duties 15%, record other income such as Donations, etc 15% and other ad-hoc duties 10%.

3. DIMENSIONS

This post supports the work of the Finance Department by providing an efficient service in relation to the processing of all payments and receipts. Income of £7.4m and expenditure of £5.6m per annum.

It is important that the post holder maintains confidentiality when dealing with payroll and sickness information for staff. (150 staff).

4. ORGANISATIONAL POSITION

Accountant

Finance Finance Assistant new Finance Database Administrator Assistant post Secretary

5. ROLE OF DEPARTMENT

 Provide a management accounting service to the whole of the Hospice to ensure financial targets are met.  Prepare and account for all the funds relating to the charity to comply with charity regulations and to comply with Companies House rules on an annual basis.  Provide financial advice and information for effective corporate management and to assist with strategic and operational decision making over the short and medium term.  Provide advice and information to enable effective planning and investment in the Hospice to improve the service to patients and to assist with organisational change.

6. KEY RESULT AREAS

1. Assist with the opening of the incoming mail each day, receiving and recording large sums of cash, cheques. 2. Arranging and delivering confidential post to appropriate departments. 3. Produce monthly bank reconciliations for five bank accounts 4. Deliver or post all payslips. 5. Calculate staff mileage for payroll 6. Process staff expenses and volunteer claims. 7. Enter invoices into purchase ledger (250-300 per month) code and charge to correct account and ensure payments are made on time. 8. Write all cheques for both Hospice account and Trading Co. 9. Check and record credits and debits on weekly bank statements for both Hospice and Trading Co. and balance with end of month reconciliation 10. Prepare all accounts for Hospice and Trading Company to Trial Balance 11. Enter income from day batches and reconcile monthly with Database Administrator 12. Reconciliation of all company bank accounts daily. 13. Record and balance all petty cash vouchers – record onto spreadsheet then input to ledger system. 14. Receive donations from distressed relatives, funeral collections and other donations from donors at hospice reception area 15. Enter income from all shops into ledger system, reconciling with Cyber till system to ensure accuracy. 16. Assist the auditors when conducting the annual audit 17. Cover all aspects of cashiers work; banking all cash cheques for Hospice and Trading Co, petty cash, weekly floats for trading. 18. Reconcile company Visa account for account holders. 19. All aspects of trading company to include recording and paying all invoices, bank statements lodging all income from sales dons etc and reconciling bank at end of each month. VAT is applicable for trading company. Matching web orders with money received. 20. Maintaining accurate records of all patients valuables held in safe e.g. money, bank cards. 21. Ensuring sensitive information is kept confidential at all times in accordance with Hospice policies and procedures 22. Analyse, investigate and resolve financial queries and discrepancies. Analyse financial data to identify errors and sorts out problems from a range of options. Carry out calculations about payments and decide whether and how to address over/under payments.

This job description does not contain an exhaustive list of duties, and the post holder may be required to undertake other duties that are within the post holder's skills and abilities whenever reasonably instructed. The job description will be reviewed from time to time in order to adapt and develop the role according to service needs and Hospice policies.

7. SYSTEMS

 Microsoft Excel, Word and Outlook  Internet

 Sage 200 accounting software  Cyber- till system.  Inputting financial data into accounting system and spreadsheets.

8. ASSIGNMENT AND REVIEW OF WORK

Reporting to the Accountant, workload is part of a weekly or monthly cycle with a seasonal volume generated from October to December from Trading Company activities. Responsible for prioritising own workload on a day to day basis and ensuring that weekly and monthly deadlines are met. Work is reviewed by the Accountant who conducts the annual appraisal.

9. DECISIONS AND JUDGEMENTS

 Evaluating daily tasks and deciding on a plan, ordering work appropriately. This plan can be interrupted to deal with various enquiries face to face, on telephone, with staff, relatives, donations and suppliers, eg queries relating to salary/wages payments, bank queries and suppliers payments when judgement have to be made which are resolved or referred to the Accountant.

10. MOST CHALLENGING/DIFFICULT PARTS OF THE JOB

 Prioritising work and managing time effectively to meet deadlines, (payments monthly to Inland Revenue, and pensions payments etc) with constant interruptions from telephones and members of staff, and public.  Making all confidential work both on desk and screen secure before leaving office at all times.  Emotional distress taking donations from grieving families.

11. COMMUNICATIONS AND RELATIONSHIPS General: Discusses routine queries from staff, customers and suppliers where there may be issues about non-payment, incorrect or late payments or other sensitive issues; communicates financial regulations and rules in a simplified form to non-finance people, discusses financial matters e.g. concerning invoices and payments Accountant,: Communicate on a daily basis discussing difficult or abnormal situations and decide priorities. Database Administrator Liaise effectively with database administrator for revenue postings. Shop and Area Manager liaise effectively with shop manager regarding sales and income. March 2016 Page 6 of 18 St. Columba’s Hospice

Cashier: Receiving daily batches, petty cash, Trading Co banking, prioritising payment of invoices, Dealing with any changes from bank. Trading Co: Contact on a regular basis with Trading Co. Co-ordinator, issue cheques, authorise and payment of all invoices. Record and reconcile all book shop and Hospice sales. Contacts are made internally within all departments, preparing cheques answering queries, from all departments, (salary/wages payments, invoices, clinical staff re patients cash,) Managers enquiring amount of budget left for financial year. New Staff: Needs to be a good communicator to clearly explain payroll procedures to new staff and deal with queries in a tactful manner. External contacts include donors both on telephone and at reception, distressed relatives with donations Or funeral collections. Enquiries from suppliers for all areas of Hospice, Food, Medical Supplies, Household Supplies. Frequent calls from bank staff. Directors, Managers: Communicate on a regular basis answering queries etc from most senior personnel both internally and externally.

12. PHYSICAL, MENTAL, EMOTIONAL AND ENVIRONMENTAL DEMANDS OF THE JOB

Physical Skills

 Advanced keyboard skills to input data accurately to the accounting software. Physical Demands

 Office based, some lifting and handling of cash.

Mental Demands

 Concentration required continually for prolonged periods of time on frequent basis to check and reconcile information.  Concentration required when inputting data, checking and reconciling information, making calculations and when answering queries from staff and suppliers/ may be required to switch tasks; requirement to concentrate for long periods when inputting data and when analysing data, statistics etc

Emotional Demands

 Receiving donations from relatives. Handling queries from staff and suppliers.

Environmental Demands

 Use of the PC for most of the day.

13. KNOWLEDGE, TRAINING AND EXPERIENCE REQUIRED TO DO THE JOB

 HNC/HND Accounting, or SVQ Level 4/Association of Accounting Technicians (AAT) Technician Level, or equivalent experience  Experience within a finance environment including having an understanding of accounting procedures e.g. reconciliation and balances, VAT payments and deductions, finance computer systems and ledgers, coding structures, payroll procedures etc.  Experience of working with Sage Accounting.  Excellent written and verbal communication skills  Numerical skills  Microsoft Office skills  High level of accuracy  Organisational skills  Excellent interpersonal skills  Ability to work independently and as part of a team  Ability to use own initiative

14. JOB DESCRIPTION AGREEMENT A separate job description will need to be signed off by each jobholder to whom the job description applies.

Job Holder’s Signature: Date:

Head of Department Signature: Date:

ST. COLUMBA’S HOSPICE

PERSON SPECIFICATION

POST: Finance Assistant BAND: 4

CRITERIA ESSENTIAL Education and  Holding an HNC/D in Accounting, or SVQ Level 4 in finance Qualifications related subject, or equivalent experience

Knowledge and You’ll have up to date knowledge and experience of: Experience  Processing payments & receipts transactions to the financial management system accurately maintain the purchase ledger, from setting up new supplier, posting invoices up to payment to suppliers.  Up to date, relevant experience of maintaining the sales ledger  Recording and banking cash, cheque donations and other income, taking X & Z reads from two tills and reconciling the income into sage.  Recording income (eg from tills) and entering the income into Sage (or equivalent financial system).  Daily reconciliation of bank accounts.  Experience in working in a busy finance function

Skills and  Excellent communication and interpersonal skills abilities  Good team player

Personal  Dynamic, enthusiastic and well-motivated Qualities  Open to change and new ideas

Other  Strong IT Skills, especially Sage 200 or equivalent, and MS Excel requirements

March 2016 Page 9 of 18 St. Columba’s Hospice CONDITIONS OF SERVICE

TITLE: Finance Assistant

REPORTING TO: Management Accountant

LOCATION: 15 Boswall Road, Edinburgh, EH5 3RW

JOB STATUS: Permanent

BAND/SALARY: Band 4 £19,502 to £22,458 pro-rata + Pension

HOURS: Part-time (22.5 hours per week)

PENSION: Contributory pension schemes in operation subject to qualifying earnings. Contribution rates will vary depending on age and pensionable pay. Current members of the NHS Pension Scheme may request to continue membership whilst in Hospice employment, subject to SPPA rules.

NOTICE PERIOD: 4 weeks

PAYMENT OF SALARY: The successful candidate’s salary will be paid monthly direct into his/her bank/building society account and he/she will be required to open an account if such facility is not currently in operation

ANNUAL LEAVE: 27 days per annum on commencement 29 days per annum after 5 years service 33 days per annum after 10 years service

PUBLIC HOLIDAYS: 8 days per annum

Part-time staff will receive a pro-rata entitlement for annual leave and public holidays combined. Reckonable Hospice and NHS service may be credited for annual leave purposes.

SMOKING POLICY: There is a ban on staff smoking in Hospice premises

PRE-EMPLOYMENT CHECKS: All appointments are subject to verification of qualifications, medical assessment, and the receipt of satisfactory references. This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and therefore an Enhanced Criminal Records check will be required. All professional staff will be required to supply their relevant registration number, which will be verified with the appropriate professional body.

The summary of conditions above is for information purposes only and may be subject to variation. They do not form the basis of a legal employment contract. March 2016 Page 10 of 18 St. Columba’s Hospice

St. Columba’s Hospice

HOW TO MAKE YOUR APPLICATION

Thank you for expressing an interest in the post of Finance Assistant. Please find enclosed information relating to this post and application details.

Please include the following documentation with your application:

 Your completed, signed original Hospice Application Form

You may also enclose an up to date Curriculum Vitae if you wish. Once completed your application and any documentation should be submitted either:

By email to: [email protected] or by post to:

Admin Office St. Columba’s Hospice 15 Boswall Road EDINBURGH EH5 3RW

If applying by post, please quote the job title of the post you are applying for on the outside of the envelope, as well as at the top of your application form e.g:

“Finance Assistant”

Please ensure that the correct postage is applied to the application envelope (eg ‘Large letter’ stamps if appropriate), failure to do this may result in your application being returned to you undelivered by Royal Mail.

The closing date for receipt of your application is : Wednesday 23 rd March 2016

We want to ensure that as much of our resources as possible go towards supporting people with a terminal illness and therefore we do not normally contact unsuccessful applicants individually. If you have not heard from us within four weeks of the closing date, please assume that your application has been unsuccessful on this occasion. However, we would encourage you to apply for other suitable roles.

Thank you for your interest in this post and we look forward to receiving your application.

March 2016 Page 11 of 18 St. Columba’s Hospice CONFIDENTIAL APPLICATION FORM

PositionPlease type in blackFinance text (orAssistant hand write in black ink) applied 1. PERSONAL for: Part-time SURNAME Type: FIRST NAME(S) TITLE (Dr/Mr/Ms etc) PERMANENT ADDRESS

POSTCODE

WORK TELEPHONE EMAIL HOME TELEPHONE BLEEP/PAGER MOBILE TEL.

NATIONAL DO YOU HAVE A VALID/ FULL UK YES INSURANCE NO. DRIVING LICENCE?

Are you a British subject or a national of any EU country? YES

If NO, do you have the right to work in the UK and a current work permit? YES

If so, please state the expiry date of your right to work in the UK and/or your work permit: 2. EDUCATION & PROFESSIONAL QUALIFICATIONS

PLACE OF STUDY SUBJECT / QUALIFICATION RESULT / GRADE DATE OBTAINED (mm/yyyy)

3. TRAINING COURSES ATTENDED (any relevant training, or work related skills (for example languages, shorthand, etc) TRAINING PROVIDER COURSE TITLE/ SUBJECT DURATION DATE COMPLETED (mm/yyyy)

Job Pack: Staff Nurse 3 February 2016 Page 12 of 18 St. Columba’s Hospice

4. PROFESSIONAL REGISTRATION (e.g. GMC, NMC, HPC for posts where there is a requirement to be registered with a governing body) REGISTRATION TYPE/ REGISTRATION/ EXPIRY/ GOVERNING BODY STATUS PIN NUMBER RENEWAL DATE

Are you currently subject to any investigations or fitness to practise proceedings by a YES NO licensing or regulatory body in the UK or any other country? If YES, please provide details with your application Have you been removed from the register or have conditions been made on your registration by a fitness to practise committee or the licensing or regulatory body YES NO in the UK or in any other country? If YES, please provide details with your application 5. MEMBERSHIP OF MEDICAL DEFENCE UNION/ PROFESSIONAL BODY OR ASSOCIATION MEDICAL DEFENCE MEMBERSHIP GRADE MEMBERSHIP DATE OF ENTRY UNION NUMBER/ STATUS

OTHER PROFEESIONAL MEMBERSHIP GRADE MEMBERSHIP DATE OF ENTRY BODY/ASSOCIATION NUMBER/ STATUS

6. PRESENT OR MOST RECENT EMPLOYMENT

EMPLOYER NAME & ADDRESS

START DATE END DATE WEEKLY SALARY/ NOTICE JOB TITLE (mm/yyyy) (if applicable) HOURS GRADE PERIOD

BRIEF DESCRIPTION OF YOUR DUTIES AND RESPONSIBILITIES REASON FOR LEAVING/ SEEKING CHANGE

7. PREVIOUS/OTHER EMPLOYMENT HISTORY (Please start with most recent. Continue on separate sheet if necessary) COMPANY/ POST HELD AND RESPONSIBILITIES/ DATE DATE REASON FOR LEAVING ORGANISATION DUTIES FROM TO

8. SUPPORTING STATEMENT Please provide your reasons for applying for this position and additional information that shows how you match the person specification. For example, details of your achievements, relevant skills, knowledge, experience, voluntary activities, positions of responsibility, as well as research, publications, clinical care, clinical audit (if applicable), awards and language skills. If you believe you have the necessary experience and skills – make sure you tell us!

Please continue on a separate sheet if necessary 9. REFERENCES Please give the details of three referees who have consented to be approached and are qualified to comment on your ability and experience (one should be your current or most recent employer). 1st Referee 2nd Referee 3rd Referee Name Position Job Pack: Staff Nurse 3 February 2016 Page 15 of 18 St. Columba’s Hospice

Organisation Address

Postcode Telephone Email May this reference be YES NO YES NO YES NO taken up before interview?

10. REHABILITATION OF OFFENDERS ACT 1974 (EXCEPTIONS ORDER 1975) Because of the nature of the work for which you are applying, this post is exempt from the provisions of Section 4(2) of the Rehabilitation of Offenders Act 1974 (Exceptions) Order 1975. Applicants are, therefore, not entitled to withhold information about convictions which for other purposes are "spent" under the provisions of the Act i.e. all convictions must be declared. In the event of employment, any failure to disclose such convictions could result in dismissal or disciplinary action by the Hospice. Any information given will be completely confidential and will be considered only in relation to an application for a position to which the Order applies. Have you ever been convicted of a criminal offence, been bound over or cautioned or are currently the subject of proceedings which might lead to a conviction, an order YES NO binding you over or a caution, in the UK or any other country? If YES, please provide details with your application

Protecting Vulnerable Groups (PVG) Scheme (Disclosure Scotland) Are you an existing member of the PVG Scheme? YES NO

If YES, please state your full PVG membership number:

11. DECLARATION *Please read carefully before signing this declaration. I understand that any appointment offered is subject to health clearance, confirmation of qualifications and professional registration, enhanced Disclosure Scotland (criminal records) check, and references, all of which must be deemed satisfactory by the Hospice. I hereby authorise you to carry out checks on all and any of my qualifications and/or registration from any establishment or employer and I give my consent to St. Columba’s Hospice processing the data supplied in this application form for the purpose of recruitment and selection. I declare that the information I have given in support of my application is, to the best of my knowledge and belief, true and complete. I understand that if it is subsequently discovered that any statement is false or misleading, or that I have withheld relevant information, my application may be disqualified or if I have already been appointed, I may be dismissed without notice. This applies equally to any medical questionnaire/forms I may complete.

SIGNED DATE

Please return your completed application form with any other attachments by the closing date: By post: Administration Office, By email: [email protected] St. Columba’s Hospice, TEL: 0131 551 1381 15 Boswall Road, FAX: 0131 551 2771 EDINBURGH, EH5 3RW All information provided will be treated confidentially in accordance with the Data Protection Act 1998 and will be used for employment purposes. Information provided may be kept on an electronic or manual recording system.

Equal Opportunities Monitoring Form

We want to ensure that our job opportunities are open to all. The only way we can ensure there is equal opportunity is to monitor applications we receive. We would therefore be grateful if you would complete the questions on this form. The form asks you for your ethnic origin, gender, disability, religion, sexuality and age. The information you provide in this part of the form is confidential and is not used in the selection process. It will be separated from the rest of your application when we receive it. Thank you for your assistance.

1. GENDER IDENTITY

How would you describe your gender? Female Male Prefer not to answer this question

Do you consider yourself, or have you ever considered yourself transgender? This could include considering or intending to undergo gender reassignment surgery or not identifying with your assigned birth gender. Yes No I prefer not to answer this question

2. AGE

What is your age?

Please specify age (in years)

I prefer not to answer this question

3. ETHNIC GROUP

What is your ethnic group? For this question, please choose one section from A to E and then tick the appropriate box in that section in order to indicate your ethnic group.

A. White Scottish Other British Irish Any other White background- Please specify

B. Mixed Any mixed background

C. Asian, Asian Scottish or Asian British Indian Pakistani Bangladeshi Chinese Other Asian background - Please specify

D. Black, Black Scottish or Black British Caribbean

African Other Black background - Please specify

E. Other ethnic background Any other ethnic background - Please specify

4. SEXUAL ORIENTATION

How would you describe your sexual orientation?

Heterosexual (straight) Gay Man Lesbian / gay woman Bisexual Man Bisexual Woman Other - Please specify

5. RELIGION AND BELIEF

Which of the following religions, religious denominations or bodies do you currently belong to? If you do not belong to any of these, please tick “None”.

None Church of Scotland Roman Catholic Other Christian - Please specify Buddhist Hindu Jewish Muslim Sikh Other religion - Please specify

6. DISABILITY Do you have a physical or mental health condition or disability that has a substantial effect on your ability to carry out day to day activities, and has lasted or is expected to last 12 months or more? (a) Yes

(b) No

(c) I prefer not to answer this question

7. ADVERTISING

Where did you first hear about this vacancy? e.g. “on s1jobs.com website”

Job Pack: Staff Nurse 3 February 2016 Page 18 of 18