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Job Description – Cashier / Accounts secretary
Accountability The post will be accountable in the first instance to the Director and thereafter the Board of Directors. Direct Line Management on a day-to-day basis will be the responsibility of the Day Care Manager.
Role The cashier is solely responsible for recording, maintaining, analysing and monitoring all of Hayfield’s financial activities and business transactions. Performs a combination of calculations, postings and obtains financial data for use in maintaining accounting records, manually and on computer. Compiles and analyses financial information to prepare profit and loss statements, balance sheets and management reports to summarize the current and projected company financial position. Prepares monthly management accounts and analytical reports for the Managers, Director, Board of Directors and annually to the external auditor.
Duties & Responsibilities
Sales Ledger Per Capita / Local Authorities Prepare monthly invoices for Service Users per capita and record and file all invoices and receipts, manually and on the computer. Keep extensive records and ensure an efficient cash flow by performing a monthly credit control check; examining records, investigating discrepancies and contacting/following-up with external agencies.
Department of Works and Pension Complete/process application and review forms for new and existing service users to the DWP, keeping them informed with all necessary information of changes in circumstances. Ensuring that service users are receiving all benefits to which they are entitled and to keep informed and up to date of rates and types of benefits. Maintain extensive spreadsheets in excel for all service users detailing all funds received/paid from the DWP and to each Service User. Examine records to ensure all funds due have been received and follow-up any discrepancies with the appropriate benefits department.
Purchase Ledger Supplier Invoices Collate/process invoices in preparation for payment to creditors; analyse amounts, compare/attach delivery/order slips, obtain authorised signatures, check balances with statements. Record and maintain records of all invoices and supplier payments, following-up any discrepancies with authorised staff and supplier. Prepare cheques for signature and posting and ensure all creditors are paid within their payments terms.
Banking Petty Cash Responsible for supervising and co-ordinating the clerical worker performing book-keeping/cash duties. Supervising funds and maintaining extensive records to ensure an efficient and effective control is in place. Obtains cash from the bank, monthly cash checks, maintains, records, files and examines all petty cash entries via database, prepares monthly cash reconciliation reports and analytical reports for managers.
Bank Accounts Maintain bank accounts by examining monthly paper statements, and regularly check funds using on-line banking. Enters data from statements to computer accounts package and examines all receipts, payments, balances and prepares monthly bank reconciliation reports. Monitors funds and all transactions in order to ensure an efficient cash flow.
Management Reports/Nominal Ledger To maintain/post all accounting transactions, financial data to Sage Financial Controller computer package and perform accounting transactions/postings to maintain the nominal ledger in order to produce monthly/annual Profit and Loss and Balance Sheet Reports. To examine nominal accounts to prepare analytical reports for presentation to the Management Team, Director and Board of Directors. To prepare Departmental, Monthly Nominal Transactions, Projections, and any other summaries of individual nominal accounts, as required.
Budgets To prepare/maintain and analyse budgets; examine given budgets, adjust balances and reports accordingly and prepare reports based on set figures; examine annual accounts, analyse any given period and provide managerial staff with annual / monthly budgets and reports to support decisions for controlling and managing budgets.
Salaries Examines salary reports and ensures appropriate payments are being made, records are kept and the correct payments are being made to external parties; Inland Revenue, Pension etc.
Secretarial Duties To provide appropriate administrative and clerical support to the Unit Director. To replenish stationery supplies. To cover the post of Receptionist / Clerical Worker when she is on sick leave or annual leave; reception/telephone duties, process/distribute mail, petty cash duties and administrative support to Managerial and Day Care Staff Be conversant with and operate at all times within the current Health and Safety at work legislation. Any other duties appropriate to the post and in line with the needs of Hayfield.
December, 2007
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