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*A* Finance Admin - Canary Wharf |
|---|
Administration - Administrator |
in London Docklands |
| The Public Sector Group in London consists of one partner and approximately 55 members of client service staff. Currently looking after approximately 35 recurrent clients, the Public Sector Group has exposure to a range of institutions and companies. Larger clients include Ealing Council, London Borough of Hounslow and Surrey County Council.
To provide administrative support to the department, controlling the departmental finances, main point of contact for the Audit commission and submitting regular returns. The job holder should ensure that the finance and administration tasks being carried out by the audit staff are kept to a minimum, deliver monthly management information that is reliable and accurate. The Responsibilities FINANCE DUTIES Ensure the most upto date financial information is provided to the relevant staff at manager and in-charge level. Monitor various key financial targets and assist managers and in-charges in meeting Keep close track on lock-up and ensure it is kept as low as possible Distribute work in progress reports on a two weekly basis to management team AUDIT COMMISION LIASION Ensure adequate records are maintained to demonstrate to the Audit Commission the proper administration of Audit Commission ('AC') work. Ensure all returns are made to the commission on time and effective liaison is maintained. Responsible for distribution and copies of all AC documents that come in to the correct recipients, including TR's. Processing of AC invoices and responsible for proper administration of standing order system. Monitoring and completion of returns to include IDR's, PI returns, rotation document, audit hours returns, and ad hoc returns required. Completion of contribution statement. This will require systems in place to ensure that adequate records are being maintained on a continuous basis of fees submitted on AC jobs. Reviewing on a regular basis each of the individual AC time codes in the range to ensure that postings of contributions are taking place appropriately and that other codes in the range are being used appropriately. Chase all outputs/returns before the relevant deadline using the LOG to identify return/output requirements. OTHER RECURRING RESPONSIBLITIES: Work in progress: Circulate work-in progress reports (WIP billing turnaround document) on a two weekly basis to all incharges. Lock up: Circulate summary lock up report to all managers an incharges Speak to managers/in charges on jobs where net WIP (ie after provisions and fees on account) appears high ie. greater than £10,000. Bills must be sent out as soon as possible to keep level of unbilled WIP as low as possible. Targets-Net WIP should always be kept at or below £200, ***** Debtors should be kept at or below £350, ***** Total lockup should be kept at or below £550, ***** Obtain billing schedules (where agreed with clients) from all managers/in charges. Ensure that all bills go out on schedule by updating summary record - chase managers/in charges where required Debtors: Circulate aged debt analysis to managers on a weekly basis. Once debts fall into the 30+ days category you must start chasing. Agree with the manager concerned the appropriate way to do this for the particular client. Borrowing/ lending: Borrowing/lending reports to be obtained on monthly basis. Detailed review of borrowing to be carried out all in charges to be called on jobs where borrowing has taken place to check with them that borrowing costs are justified National project codes: Quarterly return detailing costs to date on all department national project codes. Staff utilisation: Utilisation reports from billing system to be summarised monthly and reported as part of monthly management information (see below). Explanations for any under performance from target (target chargeable hours to be set by department senior manager and partner Profit & loss: Monthly profit and loss (cumulative and monthly) to be obtained from SERMIS, and reported within monthly management information (see below). Explanations for main variances from budget. Monthly management information: Monthly management information pack to be produced including: Utilisation, measured against targets,Analysis of lock-up and debtors,and measured against overall targets above and monitoring of holiday and sickness. Format and pack to be agreed with department senior manager before distribution to the management team. Produce a management report (which has already been set up - and is updated for the manager meeting). Recoveries: Quarterly analysis to be produced on all fees and costs finalised in the previous quarter with prior year (while year comparisons). Quarterly analysis to be built up on a cumulative basis in the year. To be distributed to managers in management information pack. Training budget: Training expenditure against budget to be monitored on a monthly basis, and tight control to be kept on commitments made on courses booked. Annual budget: Assistance provide to department senior manager as required in production of annual budget Authorisation of expenditure: Business unit rules on authorisation of expenditure to be followed. CIPFA training costs to be monitored. All CIPFA invoices to be approved by department senior manager before submission to Exam training for approval and payment The Person Experience Needed: A minimum of two years experience working in a busy team environment. Accurate typing Be able to take ownership of your individual workload - confident, self-motivated and able to work independently, experience of working in a similar role would be helpful but not essential. GCSEs (grades A to C) including maths and English. IT skills essential, Word, Excel, PowerPoint. Key Personal skills: personal effectiveness, dealing with people at management level, working to tight deadlines flexibility is required regarding working hours strong team member with good organisation/administration skills eg keeping accurate records and keeping up to date systems and be able to quickly understand and apply new procedures. |
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