Finance Assistant

UCL Partners

Background

UCLPartners brings people and organisations together to transform the health and wellbeing of our local population. We are an academic health science partnership with over 40 higher education, NHS and local authority partners, and a central team providing operational support and clinical academic leadership through a not-for-profit company. Together, our member organisations form one of the world’s leading centres of medical discovery, healthcare innovation and education. They have come together through UCLPartners to improve health outcomes and create wealth for a population of over six million people in north east and north central London, and parts of Hertfordshire, Bedfordshire and Essex. By working together, our members are able to implement improvements in healthcare at greater scale and pace.

Our strategic themes are:

  • System transformation: Support development and evaluation of new models of care including ACOs and other place based integration
  • Capability: Support organisations and individuals to develop capability and infrastructure to improve quality, patient safety and experience, and increase efficiency
  • Innovation: Help to address population need and financial challenges through an 'innovation exchange' that accelerates development and uptake of high impact innovations
  • Sustainability: Ensure UCLPartners provides value for money as a sustainable company and continues to build on achievements through partnership.

To achieve this, UCLPartners has developed four business units which are responsible for the delivery and reporting on each of the strategic priorities and their underlying objectives. Ensuring the appropriate quality, financial and risk management are in place to escalate any issues to the UCLPartners Executive and Board as appropriate.

UCLPartners is grounded in a culture of partnership working and delivery, with dedicated staff that can respond flexibly and quickly to the needs of the partnership, providing both specific support/expertise on co-creation and help to enable rapid implementation of solutions. Wherever possible, a guiding principle is that programmes are owned and benefits are attributed to partner organisations, not the company. UCLPartners provides a neutral space to improve outcomes for patients and population groups whilst understanding and addressing the needs of partner organisations.

Role description

This is a varied role delivering high quality, customer focussed financial services in a busy, medium sized, not for profit company. The successful candidate will be a key member of the Finance team, ensuring the smooth running of the Accounts Payable and Accounts Receivable functions by providing a professional and efficient service to suppliers, customers and budget holders, and supporting the wider day to day operational business requirements.

The post holder will report to the Head of Finance.

Key responsibilities

Accounts Payable - Responsible for processing all invoices for payment.  This would include:

  • Receiving invoices (via mail and email)
  • Liaising with budget holders to ensure invoices are appropriately coded
  • Inputting invoices and credit notes on to the finance system (Sage 200) with speed and accuracy
  • Co-ordinating budget holder authorisation of payments
  • Preparing the weekly payment run
  • Distributing remittance advices
  • Maintaining a filing system for invoices, including scanned copies within the finance system, in line with business requirements
  • Reviewing and reconciling supplier statements
  • Liaising with suppliers (via email and telephone) to resolve queries in a timely and professional manner
  • Obtaining and checking new supplier details and setting up new accounts in the finance system, in line with established financial procedures.

Accounts Receivable - Responsible for the processing of sales invoices.  This includes:

  • Maintaining a contracts log, including invoicing schedules
  • Raising and issuing sales invoices in line with contract/business requirements
  • Being key point of contact for customer queries
  • Taking ownership for chasing debtors in accordance with credit control policy and escalating collection issues as necessary.

Cash Management - Support the treasury management processes of the business by:

  • Posting payments and receipts to the cash book
  • Allocating payments and receipts to invoices
  • Reconciling the credit card bill with spend receipts/authorisation forms on a weekly basis
  • Completing weekly cash book reconciliations for the current account and company credit cards.

Management Accounts – Support the monthly management accounts processes including:

  • Ensuring all invoice entry and reconciliation processes are completed on a timely basis in line with the month end timetable
  • Reviewing and correcting transaction coding in the finance ledger
  • Preparing and inputting journals
  • Preparing and issuing accruals templates and budget statements to budget holders
  • Preparing monthly debtor and creditor analysis reports
  • Planning, organising and managing own workload to ensure your contribution to the monthly financial reporting process is achieved in a timely and accurate manner
  • Assisting with year-end audit preparation as required.

Expenses – Receive and process expense claims in line with the company policy:

  • Checking that all expense claims are completed appropriately with the correct signatures, coding, receipts etc. and are compliant with the company expenses policy
  • Preparing a fortnightly expenses payment run for authorisation by Head of Finance.

Terms and conditions relevant to this employment

Job Details

The Finance Assistant will report to Head of Finance and work closely with the Financial Accountant and members of the other corporate teams. The role is full time for a fixed term of one year. The remuneration for this post is £25,000 - £30,000 pro-rata (depending on skills and experience). As part of benefits package employees are entitled to 27 days of annual leave (plus bank holidays), company pension (employer contribution 10% of annual salary), life assurance coverage and childcare vouchers.

As this job description is a reflection of the current position of the service development, the post holder is expected to view it as a guide, rather than an exact description of all duties and responsibilities as it may be subject to change as the service develops.

Health & Safety

Employees must be aware of the responsibilities placed upon them under the Health & Safety at Work Act (1974), to ensure that the agreed procedures are carried out to maintain a safe environment for employees and visitors.

Data Protection

Personal data is protected under the Data Protection Act (1999) and the post holder will ensure that it is securely held and that the requirements of the Act are followed.

Equal Opportunities 

UCLPartners is committed to equal opportunities and all people acting on its behalf must perform their duties in a manner that supports and promotes this commitment.

Confidentiality

The confidentiality of information relating to patients/clients and staff must be safeguarded at all times in accordance with the Information Security Policy. Disclosure to any unauthorised person or misuse or failure to properly safeguard confidential data will be regarded as a disciplinary offence.

Person specification

Essential

  • Experience of working in a fast paced, high volume administration environment
  • Experience of working with Sage or another, similar, finance system
  • Experience of using Microsoft Office software including Word, Excel, Outlook
  • Excellent written and oral communication skills and strong numeracy skills
  • A high degree of attention to detail and accuracy
  • Understanding of office organisation and record management systems
  • Experience of managing multiple priorities and stakeholders
  • Able to show initiative to actively solve operational problems and resolve queries from both internal and external stakeholders
  • Ability to build and maintain good working relationships with colleagues and customers to deliver a service
  • A good understanding of the need to maintain confidentiality
  • Able to work independently and as an effective team member
  • Flexibility to take on new and varied tasks as the need arises

Desirable

  • Degree level qualification
  • Experience of working in a busy finance team
  • Good understanding of finance policies and procedures


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