**Strictly No Agencies**
1. Purpose of Job
Maintenance of the purchase ledgers, implementation of the Financial Regulations in so far as they affect the purchase ledger and accurate records are maintained in the accounting system.
2. Principle Accountabilities
o The Finance Officer is required to oversee the principal tasks of the Purchase Ledger.
o To ensure accurate coding, matching and posting of purchase invoices to cost centres and nominal codes, checking available budget headroom.
o Checking pro-forma orders and ensuring they are processed timely and accurately.
o Oversee coding and input of purchase orders by budget holders, ensuring timely circulation of electronic record to suppliers.
o To compile weekly payment runs for suppliers, student bursary and sundry payments to include detailed checks and reconciliation and production of BACS sheets.
o Processing of Purchase Ledger items paid by direct debit.
o Reconciliation of credit card statements including checking of receipts and evidence of spend.
o Frequent reconciliation of supplier statements to ensure an accurate record and liaising with suppliers to agree amounts due.
o Opening of new supplier accounts and maintenance of supplier database.
o Liaison with suppliers to assist with queries.
o Regular review of the purchase order system to ensure an accurate record is maintained, including month end close down and reconciliation.
o To assist in the record keeping of the Fixed Asset Register, recording asset purchases.
o To assist with procurement activities and tenders, working with the external procurement consultant.
o To adhere to college Financial Regulations, policies and procedures at all times.
o To participate in the annual summer enrolment process including evening rota duties, operation of the till, checking and acceptance of enrolment and other forms.
o To support College policies, procedures and quality assurance systems. To conduct aspects of all duties and responsibilities in line with the Corporation’s Health & Safety Policy in the interests of themselves, other colleagues and students.
o To perform any other such tasks, commensurate with the post, as required by the Finance Manager or Chief Financial Officer.
Child protection is the responsibility of all staff. The College will therefore:
•Encourage and maintain an environment where students feel secure, are encouraged to talk, and are listened to
•Ensure students know that there are staff in the College whom they can approach if they are worried
•Include opportunities in the curriculum for students to develop the skills they need to recognise and stay safe from abuse
•All staff will be required to undertake appropriate safeguarding induction and training.