Temporary Senior Business Support Asst (Capital Grants)

TemporarySenior Business Support Assistant (Capital Grants)

Belfast

Mainpurpose of job:

To assist the Capital Grants Accountant withthe development and maintenance of the Capital Grants process for externalfunding in relation to the investment programme.

To assist the Capital Grants Accountant with the provision of financial,procurement and information systems matters to ensure the business needs of thedepartment are met in an efficient and cost-effective manner.

To assist withthe review of financial and IS systems and procedures and the use of supportstaff to ensure the business needs of the department are met. To work inpartnership with other members of the Business Support Team to this end.

To ensure the properimplementation of relevant council policies and procedures as laid down instanding orders, financial regulations and delegated functions.

Summaryof responsibilities and personal duties

This postwill require work across the various locations of the department based onbusiness need and will be responsible for the following:

1.Toassist the Capital Grants Accountant with the finance and transactionalactivities within the department, particularly, but not exclusively:

-Preparationof capital grant claims and gathering supporting information for claims

-Preparationand maintenance of records relating to capital grant claims

-Assistingwith the preparation of financial accounting records including quarterly andannual accounts

-Preparation,management and monitoring of departmental budgets and operating statements

-Preparationof revenue and capital expenditure reports as required

-Financialcontrol, management and reporting

-Procurementand inventory issues

-Liaisingwith funders and assisting the Capital Grants Accountant in responding toqueries from funders

-Workingwith other staff members of the Physical Programmes department to ensurebusiness needs are met.

2.Toassist the Capital Grants Accountant in providing general advice, guidance andinformation on all financial and systems matters to senior managers and staffin liaison, where required, with the Finance and Resources department.

3.To assist the Capital Grants Accountant inthe administration and monitoring of the council’s grant funding programmesincluding contractual documents, funding agreements and letters of offer.

4.Tobe responsible for programming the workload and priorities of any assignedsupport staff in liaison with the Senior Business Support Officer (Finance andSystems) and Capital Grants Accountant.

5.Tobe responsible for the maintenance of comprehensive financial and procurement records,both manual and computerised, as required.

6.Toassist in the preparation and provision of information and financial returnsfor council and government departments.

7.Tofacilitate verification and audit visits by funders and auditors.

8.Inconjunction with the Capital Grants Accountant assist in the use, maintenance,control and development of the various information systems used within thedepartment and to ensure the timeliness and accuracy of input data andreporting information.

9.To assistthe department with the implementation of quality initiatives and performancemanagement in accordance with the council and departmental procedures.

10.Tocover for or assist the Senior Business Support Assistant (Finance and Systems)as dictated by operational requirements and departmental priorities.

11.Toliaise with other departments particularly in relation to financial and systemsmatters, including participation in interdepartmental teams and project groups.

12.Tocontribute to the training and development of the staff within departmentalBusiness Support.

13.Toassist with the production and collation of performance data and theco-ordination and administration of the department’s committee reports and toprepare such reports for senior management

14.To motivate and manage staff assigned tothe post holder to ensure effective service delivery and to be responsible forreviewing and implementing a proper staff training and development programme.

15.To participate in all induction andin-service training provided by Belfast City Council and in the induction andsupport of all newly appointed staff and other human resource managementpolicies and procedures, as appropriate, including, absence management,disciplinary and grievance procedure. To participate in training provided byfunders and other relevant training for professional development.

16.Toact in accordance with the council’s and department’s policies and proceduresincluding customer care, equal opportunities, safeguarding and any pertinentlegislation.

17.To participate as directed in thecouncil's selection interview procedure.

18.To undertake the duties in such a way asto enhance and protect the reputation and public profile of the city council.

19.Toundertake such other relevant duties as may from time to time be required.

Essential criteria

Experience

·havea third level qualification in a relevant discipline such as Business Studies,Finance or equivalent qualification and be able to demonstrate byproviding personal and specific examples, at least one year’s relevantexperience in each of the following three areas;

or

·beable to demonstrate by providing personal and specific examples, at least twoyears’ relevant experience in each of the following three areas:

(a)providingadvice, guidance and information on financial systems and, or financialreporting matters to senior managers and staff;

(b)managingand motivating administration and support staff on a daily basis includingprogramming workloads and priorities; and

(c)accountsreceivable functions and, or accounts payable functions.

Special skills andattributes

Applicants must be able to demonstrate evidenceof the following skills

Report writing skills: an excellent standard of literacy andthe ability to write high level reports and memos in clear and simple language.

Information technology skills: the ability to operatespecialist software packages and understand how computer programmes and newtechnology can increase business efficiency.

Management and work planning skills: the ability toeffectively prioritise the work of a team ensuring the constant flow of workand the ability to develop systems to ensure that work is completed and usingthat information to improve performance. The ability to engage with continuousimprovements in working practices and organisational change.

Analytical and decision making skills: the ability to analysecomplex situations and make decisions using the data that has been gathered.

Technical knowledge: an in-depth knowledge of budget preparation,including knowledge of accounting procedures, procurement procedures andfinancial management and a track record of financial and resource management.

Communication skills: effective oral communication skillswith the ability to give operational information to managers.

Team working skills: the ability to work effectively as a teammember and to lead and develop a team in an effective manner. An awareness ofthe importance of responding to the needs of both internal and externalcustomers.

Customer care skills: an awareness of the importance ofresponding to the needs of both internal and external customers.

Change management skills: the ability to engage with continuousimprovements in working practices and organisational change.

Short-listing criteriaInaddition to the above qualifications and, or experience, Belfast City Councilreserves the right to shortlist only those applicants who have at least eithertwo or three years’ relevant experience (as outlined above) in each of theabove noted three areas (a) – (c).

Other Information:

Location: Belfast City Centre

Hours: 37 hours per week (8.30-5.00pm)

Start Date: 7 February to 5 April 2024 (possible extension to this positon)

Salary: £17.53 per hour plus accruedholiday pay

Closing Date: 5 Feb at 12.00

Ifyou are interested in this opportunity, please send an up-to-date CV via thelink provided and one of our Consultants will be in touch with you.

TaskRecruitment is acting as an Employment Agency in relation to this vacancy. Weare an equal opportunities employer. Wewelcome applications from all suitably qualified persons.