Job description

Job title:                                  Finance Assistant

Department / Location:           Shared Services – Glasgow

Last updated:                          September 2016

Reports to:                              Finance Supervisor

Main job purpose:

To carry out the Accounts Payable and associated administrative processes for Abellio OpCos within the Shared Service Centre

1. Dimensions of Role

Financial / budget accountabilities:

2. Key accountabilities

Reporting

Supplier reconciliations at month end

Regulatory Information

UK Accounting framework basics

Administration

Registering invoices on accounting system in the relevant company’s set of books. This involves matching PO invoices and registering and G/L coding non-PO invoices and returning invoices without a PO to the supplier.

Scanning of registered invoices and attaching invoice images to registered entries on Open Accounts. Scanning of PO invoices, filing.

Forward invoices for authorization to appropriate level authorizers in line with the delegation of authority matrix.

Follow up on authorization to ensure timely payment of invoices

Corresponding with suppliers

Resolving invoice/purchase order discrepancies with the OpCo’s and suppliers

Reconciliation of supplier account statements at month end

Assist with PO invoice matching

Assist with month end closing and reporting, ad-hoc tasks handed down by Head of Shared Services / Accounts Manager

Process Improvement

Assist the Finance Supervisor in improving the information management within the Accounts Payable

With guidance from the Finance Supervisor, keep documentation up to date all financial and administrative processes for business continuity purposes

3. Contact with Others

Purpose:

Formal reporting and information provision to Accounts Manager

Information exchange with Suppliers & Customers

Formal information exchange with finance teams in subsidiary companies

Frequency:

Finance Supervisor – Daily basis

Head of Shared Services – Daily / Weekly

Finance Members in Subsidiary Companies – As and when required

Suppliers – As and when required

Means of contact:

A combination of verbal and non-verbal communication at different levels.

4. Key behavioural

Abellio common behaviours

Genuine:

Interactions with shareholder, stakeholders, subsidiaries and colleagues characterised by an open, transparent and supportive and challenging style. Displays customer centric thinking (internal & external) at all times. Builds relationship based on mutual trust and respect and pragmatism.

Professional:

Takes ownership of initiatives and relishes personal accountability. Capable of applying effective focus and prioritisation to deliver responsively to stakeholder requirements.

Proactive:

Consistently delivers on promises and exercises appropriate cost consciousness. Promotes continuous improvement and organisational learning environment, learning from mistakes in the absence of blame.

Inclusive:

Challenges silo-thinking and encourages effective networking across the wider Group and stakeholder environment.

5. Experience, Knowledge, Qualifications & Skills:

Excellent communicator at all levels, both written and verbal

IT literate with a good level of proficiency in Microsoft Excel

Able to work independently and as part of a team

Level of experience:

1+ years in an accounting environment

Maintenance of policies and procedures

External relationship management with suppliers

< >

Microsoft Office Products

Person Specification

Essential/Desirable

Attainments, Education, Qualifications & Training Requirements:

Numerically & IT literate

Intermediate MS Office skills, in particular MS Excel (vlookup, sumif, pivot tables)

Open Accounts

Abilities: Skills & Aptitudes Required

< >< >

Excellent communicator at all levels both written and verbal

Knows how to relate with people throughout Abellio Group and its affiliated companies, regardless of level or background

General Intelligence: Experience & Knowledge Capabilities

Accounts Payable Knowledge

Process Understanding

Personal circumstances/wellbeing requirements: e.g. travel, flexibility, health

Shows flexibility in when to take annual leave and is willing to work some irregular hours when necessary.

Able to cope with peak workloads and deadlines.

Is optimistic and robust by nature

Values & Behavioural Competencies Necessary:

Informs their supervisor frequently and openly about their work and the progress that they are making.

Feels involved with Abellio’s strategic aims and gets energised by contributing to Abellio’s goals.