Regional Finance Administrator (Maternity Cover - 12 months)

MAIN DUTIES & RESPONSIBILITIES

(This job description is not a complete listing of all duties but contains the key elements of the role.)

• Ensure payment of all invoices submitted to the region after ensuring that they have been authorised and approved for payment; and that the appropriate method of payment has been identified. Clarifying queries including any outstanding payments and ensuring budget/cost codes are properly applied in the purchase ledger.
• Ensure information for the Regional General Fund is properly recorded including checking bank statements to ensure no unidentified transactions; cancelling cheques if appropriate and reconciling all bank transactions using data provided from Central Office finance.
• Ensuring all entries (income and expenditures) for the Regional local fund are processed; checked and allocated the appropriate budget/cost codes.
• Process members expenses in the region; checking claims for compliance; seek relevant authorisation; book of overnight accommodation where required, book flights where appropriate; arrange travel including issuing travel warrants or using online systems. Ensure correct budget/cost codes are used in this process and that payments are made via electronic systems or cheque as appropriate.
• Check member benefits for payment ensuring proper qualification for benefit and regional authorisation. Arranges payment via electronic systems or cheque as appropriate.
• Check dispute benefits payments ensuring that benefit is appropriately applied via contact with local Officers and staff.
• Interrogate and amend membership information on the Stratum system where required.
• Assist branches in the creation of accurate and auditable accounts; submission of their quarterly returns and ensures they are kept up to date.
• Undertake random and scheduled auditing of branch accounts on behalf of the Regional Secretary ensuring branch rules are properly applied.
• Liaise with Branch Secretaries to explain and arrange branch administration payments.
• Receive, record and keep secure all sources of income - allocate, process and receipt all monies and reconcile accounts.
• Process and administer credit card payments made by members.
• Keep petty cash secure and ensure that any cash paid or received is properly verified, controlled and monitored to avoid theft or fraud.
• Collaborate with Regional IT and others in the setting up and clarification of branch codes.
• Undertake any other administrative functions required by the Regional Secretary or departmental head.
• Seeks to continually improve procedures and processes relating to all of the above areas.
• Cooperates and collaborates with other regional administration colleagues whenever required to meet specific deadlines and/or targets in the region.