Key Duties and Responsibilities Contribute to the development and implementation of finance protocols & working procedures for finance Maintain robust financial monitoring and reporting systems for a subset of the ICS budgets Assist in the development and formulation of budgets, providing in-year monitoring and financial advice as necessary Input financial data into computerised systems such as General Ledger and spreadsheets where speed and accuracy are required Design and format spreadsheets and databases for specific purposes Discuss routine queries with budget holders, staff and providers where there may be issues about non-payment, incorrect or late payment or other sensitive issues Discuss issues of routine accounting treatment with other members of the finance department, as required Investigate financial queries and analyse detailed data to identify errors and or discrepancies Ensure monthly and annual financial timetables are met and other reporting deadlines as required by the ICS Support the regular reconciliation of the budgetary system to the General Ledger ensuring that all allocations are reflected Take an active role in the month end process, preparing accruals information and entering journals in the general ledger Ensure that reports are prepared and distributed to budget holders on a timely basis including budget reports and nominal rolls Support budget holders in accessing and managing SBS portal reports Ensure the General Ledger coding information is correct on ESR Assist in the provision of a training programme for non-finance managers and budget holders including assistance in the delivery of the training programme at training events Any other duties and ad-hoc support as required by the Finance team Planning & Organising Provide and coordinate administrative and secretarial services. Mange diaries and travel arrangements. Organise meetings and arrange events. Provide effective and confidential electronic diary management for the senior team managers as appropriate. Plan and co-ordinate appointments, including rearranging and prioritising as appropriate. Provide support to senior team meetings including organising meetings, booking rooms, and ensuring papers are ready and distributed for meetings. Undertake the organisation and planning of events as directed. Organise travel arrangements for the wider team, booking rail and accommodation in accordance with policy. Gather information and undertake enquires for the senior team managers, teams and the wider group as and when is necessary. Service Improvement Develop and maintain effective electronic and paper filing systems ensuring information is secure and accessible to other team members. Support team members in the collection of information for performance reporting on relevant team activities. Run and collate reports, both qualitative and quantitative, including supporting with reports to the Board and senior management as required. Create databases and spreadsheets. Input, monitor and check data produced and required for on-going and finite activities. Analysis & Judgment Act as a point of contact for teams, dealing and responding effectively with complex queries from a wide range of stakeholders. Use judgement to pass on relevant information to appropriate team members sensitively and autonomously. Receive telephone calls for the department and use initiative to appropriately manage phone calls and messages. Undertake initial analysis of non-complex information, interpreting and presenting data to highlight issues and risks in support of decision making Provide and receive complex information which may contain contentious and sensitive information. Communication Be the key point of contact for enquiries and advice for the team. Ensure all urgent and/or confidential communications are received and distributed from/to relevant parties in an appropriate and timely manner. Handle routine correspondence and draft routine responses, ensuring that it is accurate and provided in a timely manner. Ensure that any complaints, comments and suggestions are dealt with appropriately, in accordance with policy, resolving where possible and escalating to line manager when appropriate. Prepare agendas, take minutes, track and follow up on actions and distribute notes of meetings. Financial Management Supply relevant information required for financial management activities Highly motivated and enthusiastic individual to provide and coordinate administrative and secretarial services; including for example, the preparation of agendas and minutes, taking appropriate follow-up action as required. Supporting the team with the management of projects, gathering information and undertaking enquires as and when is necessary for the head of department, teams and the department. The post holder will be required to use VDU and a keyboard for most of their working day. Frequent, sometimes prolonged concentration is also required to ensure the appropriate standard of work is completed, for example when completing data entry. The post holder will have limited exposure to distressing circumstances, with limited contact with those in a distressed manner. Supporting the team with the management of projects, gathering information and undertaking enquires as and when is necessary for the head of department, teams and the department. The job description and person specification are an outline of the tasks, responsibilities and outcomes required of the role. The job holder will carry out any other duties as may reasonably be required by their line manager.