Finance Administrator Accounts Receivable

JOB DESCRIPTION

FINANCE ADMINISTRATOR – ACCOUNTS RECEIVABLE

ORGANISATION RESPONSIBILITIES :

Reports to: Finance Office Manager

Liaises with: Finance team and all areas of organisation

CONTEXT OF ROLE:

In the last 5 years, National Star has grown from a £15m annual gross income charity to over £20m. It has diversified from its historical core activity of running the National Star College and has expanded with a wider range of services, programmes and activities for people with disabilities. Employing over 700 staff, National Star is continuing to develop new initiatives at the forefront of education, care and training for people with disabilities, both within Gloucestershire and in other parts of the country.

National Star is a registered charity and operates a group company structure (currently two subsidiary companies), with an expanding estate and range of assets, together with an increasing number of services. Primarily, its income is from commissioned delivery of education, care and health from over 50 local authorities with additional project, trading and charitable fundraising activities.

Invoicing and collection of all monies due to the Foundation and its subsidiary companies is essential for our continued success. The role will add value to the organisation through assisting in this process.

MAIN PURPOSE OF ROLE:

To support the Accounts Receivable and Credit Control activities for National Star and subsidiary companies ensuring that all non – cash income is invoiced and collected in a timely manner within terms specified and that all records are maintained to a high standard.

PRIMARY TASKS :

Income: o To process and issue sales invoices as required o To record all information accurately with regard to correct customer account and nominal code o To maintain files of documents received and issued o To ensure courteous service and quality information/correspondence during daily activities

DRAFT Finance Office Manager March 2016 Page 1 of 4 o To liaise with various departments to understand and action any invoicing requirements. o To produce monthly ad-hoc invoices o To raise and issue credit notes as requested and reconcile these to original invoices and customer accounts o Allocate customer payments to the correct accounts and invoices, as they are received

Credit control:

o To assist as required in the collection of outstanding monies due to the organisation including contact by telephone and email when debts become overdue. o To liaise, as required, with all necessary parties, both within the organisation and externally with the debtor, to ensure all queries are resolved promptly.

Ancillary Tasks o To assisting with Petty Cash , subsistence and cash counting o To undertake other daily administrative tasks including photocopying, filing and dealing with telephone enquiries as required to ensure the smooth operation of the Finance Department

Safeguarding

National Star takes seriously its responsibility for safeguarding and is committed to safeguarding and promoting the welfare of adults at risk and children. Therefore we require that all staff share this and act accordingly by applying organisation policy and procedure and attending annual safeguarding training.

Equality & Diversity

Through personal example and clear action demonstrate commitment to equality and diversity ensuring equality of access and treatment in employment and service delivery to all.

Health & Safety

Promote the organisation’s Health and Safety at Work Policy and Procedure and ensure these are implemented effectively within the department.

Location

Primarily based at National Star’s main offices at Ullenwood, Cheltenham, but with occasional requirement to visit other locations of service delivery or operations of the charity and to attend meetings, conferences or training.

Working Hours

Based on a core working week of Monday to Friday, 9am to 5pm, with a requirement to adapt flexibly to workloads.

DRAFT Finance Office Manager March 2016 Page 2 of 4 This job description sets out a summary of key features of the role. It is not intended to be exhaustive and will be reviewed periodically to ensure it remains appropriate to the role.

DRAFT Finance Office Manager March 2016 Page 3 of 4 NATIONAL STAR FINANCE ADMINISTRATOR – ACCOUNTS PAYABLE

ATTRIBUTES ESSENTIAL DESIRABLE Education:  Good standard of general education to GCSE/O level

Experience:  Minimum 2 year’s experience within a finance department  Experienced in working on computerised sales order and sales ledger systems

Skills and Abilities:  Excellent communication and interpersonal skills  IT literate  Working  Strong administrative skills knowledge of  Good data inputting skills Excel, Sage 200  Excellent organisational skills  Ability to work on own initiative  Attention to detail

Personal  A ‘can do’ attitude, enthusiastic Attributes: and self motivated  Good team player  Excellent communication skills  Punctual, reliable and organised  Positive and proactive  Practical and creative problem solver  Flexible and adaptable  Able to work under pressure

OTHER  Able to meet the requirements of the post  Commitment to Equality & Diversity and to support the ethos of the organisation

DRAFT Finance Office Manager March 2016 Page 4 of 4