Administrative Assistant (Finance)
Service: Finance (Transactions)
Grade scale: Grade 2 Level 1
Reports to: Finance Officer
Purpose of the job
Assist with the development and contribute to monitoring the council’s Procure to Pay function in particular with regard to payments to suppliers ensuring compliance with statutory regulations/Internal Audit and Standing Order requirements.
Key tasks and responsibilities
Provide advice to all council Resources in respect of their Accounts Payable function responsibilities, processes and procedures.
Assist in the Investigation and resolution of system irregularities and advise colleagues on processing and procedural problems.
Supervise, control and process electronic data interfaces into the Accounts Payable system.
Complete payment run controls.
Compile and produce regular ad hoc management information particularly in reference to the Finance (Transactions) function.
Supervise and control the workflow routine of the section.
Assist in the operation of the creditors function ensuring the timeous and accurate processing of invoices, certificates, disbursements and audit standing data.
To ensure the effective and timely management and reporting of the Construction Industry Scheme to HM Revenue and Customs
Provide Admin support for the administration of new corporate initiatives.
Person specification
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Criteria |
Essential |
Desirable |
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Education, qualification and training |
Educated to Nat 5 level or equivalent, or demonstrates competence through experience |
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Skills, knowledge and experience |
Self-motivated and able to work to a high standard with minimal supervision Demonstrate strong literacy, numeracy and IT skills to produce comprehensive, accurate and complex documents in line with appropriate formats and guidelines Proficient in the use of Microsoft Office applications, including Word, Excel, and Outlook, with the ability to produce high-quality documents, manage data effectively, and communicate professionally Demonstrate knowledge of P2P controls in relation to HMRC Construction Industry Scheme. Demonstrates the ability to apply established procedures, techniques and processes in own work area. Experience of payment processes and suggests process / procedural changes to assist with continuous improvement Readily builds their own technical knowledge Communicates effectively through a variety of channels, including memos, meetings, emails, and other methods, to ensure important messages are clearly conveyed |
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Personal qualities |
Shares information with others Tailors communication style to suit the audience’s level of expertise and background, ensuring clarity and engagement Attentive and responds constructively to other team members’ ideas Ability to prioritise workload, deliver results against agreed timescales and achieve deadlines |
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Other |
To behave with honesty and openness: treating people consistently, fairly and with respect Inclusive and supportive team player |
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Safer recruitment checks
As part of our approach to good practice and safer recruitment we carry out a number of pre-employment checks:
- Asylum and Immigration right to work in the UK.
- Reference check: external candidates require 2 references, one of which must be from present or most recent employer; Internal candidates require 1 reference from current line manager.
- Candidate Disclosure Scotland check, where applicable.
Behaviour framework
The council’s behaviour framework is a set of core behaviours that defines how employees approach work to enable the delivery of key tasks for the role. The expected behaviours for this role are:
Efficient
- Punctual and conscientious in your approach to work.
- Use council resources efficiently, avoiding waste and unnecessary expense.
- Identify inefficiency in processes and communicate this to your manager.
- Meet deadlines and targets in your day-to-day work.
- Understand the impact of wasteful behaviours on the environment and you act to minimise this impact.
- Use of information technology to achieve best outcomes.
Flexible
- Willing to learn new tasks and accept new ways of working.
- Willing to be flexible in your approach to work to meet changing service delivery needs, deadlines, and urgent priorities.
- Help team members when they have urgent deadlines and prioritise your work accordingly.
- Understand the need for change and are open to this across your working life.
Performing
- Is polite, professional and friendly to customers and apply customer care standards and attitudes at all times.
- Works safely to maintain the safety of yourself and other raising concerns about unsafe working practices.
- Meets standards of work required in your role in terms of quality and output.
- Uses initiative to solve problems and raise potential issues.
- Acknowledges when mistakes are made and learns from them.
- Seeks feedback on your performance to learn and improve.
Working with others
- Works alongside internal and external colleagues to meet common objectives.
- Has professional relationships with colleagues and is aware of dignity at work standards.
- Actively and respectfully listens to people in order to understand them and their views.
- Contributes appropriately in team and other meetings and discussions.
- Presents words and views clearly in a way that other people find meaningful.
- Respect diversity and promote equality of opportunity when working with colleagues and members of the public.
Leading
- Role models the standards of behaviours expected of a South Lanarkshire Council employee.
- Displays and enables leadership through sharing knowledge and skills, seeking guidance and providing support to your colleagues, team and the wider community.
- Is aware of and adheres to professional codes of practice and the council’s code of conduct and understand how these impact on employment with the council and public perception of council employees.