Finance Assistant

The main purpose of the role is to ensure the effective day to day operation of the Accounts Payable and Accounts Receivable Ledgers and to ensure that suppliers are paid correctly and on time and that all income due to the organisation is collected and accurately recorded in the Finance system in accordance with professional service standards. Give advice on purchase to pay policies and procedures. To support the Finance Officer: Payments & Income in ensuring the cash and investments are managed and recorded on a daily basis, and that the best return on excess cash for the Force is achieved.

Main Responsibilities:

To check that invoices received have been correctly addressed and contain a valid purchase order, and are calculated correctly, returning any invoices without valid details to the supplier and to process valid invoices by scanning and capture, or through direct entry into the finance system using Accounts Payable processes.

To ensure invoices are matched to purchase orders correctly and deal with any queries and prepare and submit invoices/batches for payment within the finance system. To promote compliance with financial regulations, accounting instructions and other statutory instruments.

To provide advice and deal with queries both verbally and written from suppliers and customers professionally and in a timely way.

To work with colleagues across the Force to ensure that invoices within the system are progressed in a timely manner.

To work closely and proactively with colleagues in force responsible for raising and authorising requisitions and purchase orders to ensure invoices are paid on time.

To follow control procedures around Accounts Payable and proactively identify and recommend improvements to systems and procedures regarding internal control, performance and the service provided to suppliers.

To assist with approving requests for setting up new suppliers / customers and also maintenance of supplier's details within the finance system, ensuring they meet Contracts & Purchasing guidelines.

To reconcile and check supplier statements with the finance system, contacting suppliers where necessary to resolve discrepancies.

To collect, sort and distribute post, ensuring all invoices and cheques received are recorded, date stamped and handled securely.

To ensure outgoing correspondence including remittance advices and statements are issued in a timely way.

To raise and record sales invoices promptly on the finance system from sales invoice requests, ensure these are coded correctly, and have relevant backing paperwork to expedite early payment, and aiming to achieve KPI's.

To process income received in the finance system to ensure income is coded correctly and in accordance with financial deadlines, liaising with colleagues where no remittance advice is received.

To regularly monitor and report on outstanding debt, actively pursue debtors and minimise debt write off including issuing of reminder letters and liaising with Legal Services.

To ensure the treatment of VAT adheres to HMRC regulations for Accounts Payable and Accounts Receivable.

To support the work of the Finance Officer: Payments & Income in the management of all cash and investment activities.

To undertake other duties commensurate with the nature, level of responsibility and grading of this post, as required.

GCSE Maths and English Grades 9 - 4 (A - C), or equivalent.

Basic knowledge of VAT rules.

Experience:

Working in a finance office providing customer focused service.

Operating a finance system with experience of Accounts payable and Accounts Receivable and using on-line enquiry to extract data.

Resolving procedural based problems.

Demonstrable understanding of the controls in place around Accounts Payable and Accounts Receivable systems.

Key Skills:

Numerate, accurate and pays attention to detail.

Good communication skills and able to influence others

Good interpersonal skills demonstrating the ability to deal tactfully and sensitively with people

Competent in the use of Excel and Word

Effective team player

Able to manage own workload and work to tight deadlines.

We want our organisation to be as diverse as the community it serves. We welcome applicants from all sections of the community.

You will be required as part of Warwickshire Police recruitment process to successfully complete vetting and credit checks.

We support the "Happy to talk flexible working" campaign, which aims to encourage uptake of flexible working for individuals, the flexible working options that may be considered for this role include;

Annualised Hours

Remote working of 2 days working from home will be offered after initial training is completed

Standard Questions

Referring to the Person specification on the Job Profile attached - Please provide evidence of the KNOWLEDGE section that is required for this position.

Please refer to the EXPERIENCE section of the Job Profile and evidence the required skills for the role.

Please evidence the KEY SKILLS needed as requested on the Job Profile

Why work for Warwickshire Police?

Warwickshire Police has gained a reputation as a pioneering and innovative force, responsible for policing a large diverse, multi-cultural population.
If you are looking for a fresh challenge which offers a genuine opportunity to make a real difference to people's lives, variety and the chance to broaden your experience, then Warwickshire Police is the force for you.

Equality, diversity and inclusion

Warwickshire Police are committed to equality, diversity and inclusion.
We are working hard to increase diversity and inclusion within the Constabulary, where communities are under-represented, including those from minority ethnicity communities, people of all ages, abilities, faiths, religions and gender, LGBTQ+ communities and those from other disadvantaged or marginalised backgrounds, who share our values and wish to make a difference to the communities we serve.
All applications will be treated on merit, based on the evidence provided in your application and suitability for the role you have applied for.

Recruitment and Selection Policy

Internal applicants who are at risk of redundancy or in need of redeployment and pass the selection process, will be offered the role over the remaining internal and external applicants.

Police Barred and Advisory lists

Individuals placed on the Police Barred and Advisory lists will not be considered for employment by the police for a minimum of 5 years from the date of listing in the case of gross misconduct, or 3 years from the date of listing in the case of poor performance.

Vetting and safeguarding

Warwickshire Police are committed to safeguarding and operate safer recruitment processes, to ensure a police service that employees are proud to work for because they feel safe, valued and part of a happy and supportive work environment. All employees and volunteers therefore will be subject to background checks including vetting and references.
Job Profile or Other Relevant Document
Job Profile - Finance Assistant - Payments and Income.pdf - 110KB Opens in a new window