Location Cardiff
Salary £16,854 - £22,400
Closing Date 24 July 2009
MAIN OBJECTIVES
As part of the Finance Team and in support of the Finance Officer, Finance Manager and Head of Finance and Compliance: Maintain all of ACW's finance records for General and Lottery funding streams; Provide appropriate advice, guidance and explanation of all accounting matters in the operation of the Finance Team to both internal and external enquirers; Assist in the operation and development of all appropriate manual and computerised accounting systems;Project manage specific initiatives.
MAIN DUTIES
1. Responsible for the processing and maintenance of all finance records for both General and Lottery funding streams in accordance with legislative and operational procedures. Analysing and updating information into the appropriate internal computerised accounting systems across a number of areas of activity, including:
a. Administration and reconciliation of income ledgers - sales, Collectorplan loans, artists' loans;
b. Administration of the purchase order system;
c. Administration of ACW expenses process for staff, advisors, council members and all other appropriate travel and subsistence claims;
d. Administration and reconciliation of expenditure ledgers - grants, purchases and petty cash for all ACW offices;
e. Administration and reconciliation of the payroll for ACW and, as payroll bureau, for the Welsh Amateur Music Federation;
f. Administration and reconciliation of sterling and euro bank accounts and processing of other foreign payments, managing requests for cash and foreign currency;
g. Manage and co-ordinate individual workloads;
h. Report concerns to the Finance Officer and/or Finance Manager.
2. Provide information, support and advice to staff at all levels and external enquirers, customers, borrowers and suppliers on all relevant finance and administrative matters, via telephone conversations, written correspondence and in person.
3. Responsible for the initial evaluation and processing of all Collectorplan loan applications.
4. Undertake confidential credit checks for all loan applicants (Collectorplan and Artists Loans), contacting potential borrowers to obtain further information and resolve issues where necessary. Following set-up, responsible for processing associated payments.
5. Responsible for strict credit control for all income ledgers, contacting defaulting borrowers to agree resolutions, producing reports for discussion with the Finance Manager and Finance Officer, and referring accounts to an external debt collection agency where necessary.
6. Ensure that all monies received are banked on a regular basis, and collect all cash required for ACW from our bank.
7. Interrogate relevant financial data to produce specific and ad hoc reports for use by internal and external parties, providing comments as appropriate.
8. Analyse, reconcile and prepare payroll records for statutory reporting and submission to HM Revenue & Customs and to provide reports and data in respect of the pension scheme and other non-statutory deductions for review by the Finance Manager.
9. Analyse, to ensure appropriate allocation of VAT type when entering supplier invoices, reconcile and prepare VAT records for statutory reporting to HM Revenue & Customs for review by the Finance Manager.
10. Assist in the development and maintenance of all accounting systems, advising the Finance Officer of issues, recommending and implementing improvements, and liaising with software support companies as necessary.
11. Project manage and provide feedback to senior staff and external consultants on specific financial initiatives including input into software configuration to ensure delivery of improved accounting systems and procedures.
12. In liaison with the Finance Manager and relevant ACW officers, take part in specific projects. This could be through full/part time secondment to another team or could be specific to the region or specialisation of the individual.
13. Ensures customer service is of a high quality within own areas of responsibility.
14. Takes responsibility for own and others health and safety and reports potential hazards to the line manager.
15. Ensure appropriate steps are taken to identify and manage risks within area of responsibility.
16. Take responsibility for self-development and own development action plans.
17. Provide cover for Reception as required.
18. Maintain a flexible approach to the role and responsibilities of the post. Undertake any other duties or projects that may be delegated by the Finance Officer and/or Finance Manager.
Person Specification
Knowledge and Experience
1. Relevant finance and payroll experience or AAT qualification.
2. Detailed knowledge of computerised payroll system.
3. Detailed knowledge of all finance software.
4. Detailed knowledge of all finance reporting software.
5. Working knowledge of the Arts in Wales would be desirable.
Abilities
1. Ability to work on own initiative and work effectively under pressure.
2. Ability to communicate clearly, with tact and diplomacy.
3. Ability to prioritise and plan own work.
Other
1. A flexible and adaptable attitude to the developing needs of the Department.
2. An interest in the arts, especially in Wales, would be an advantage.
1. Commitment to high standards of customer care.
2. A commitment to equal opportunities.
Fluency in Welsh (both written and spoken) is desirable but not essential for this post.
Terms and Conditions
1. Salary Scale
Salary scale for the post is Grade C
Incremental Payscale: £16,854; £18,704; £20,552; £22,400
The Arts Council of Wales operates an incremental pay system.
2. Hours of work
37 hours per week.
3. Holidays
22 days plus 10.5 days public holidays, rising to 30 days after five years' service.
4. Pension
Council staff are eligible to join a staff final salary pension scheme.
5. Probation
The post is offered subject to a satisfactory probationary review at six months.
6. Termination
This contract will terminate after 18 months. Notice period, four weeks during probationary period; eight weeks thereafter.
7. Office Location
The post is based in Cardiff.
8. Smoking at Work
The Arts Council of Wales operates a no-smoking policy.
Closing date: Friday 24th July 2009
To apply or request more information on this vacancy contact
Michelle Rogers