Job info	Job info details
Job title	Principal Finance Officer - Payments
Strategic team/Directorate	Finance
Service	Finance
Business unit	Systems & Exchequer
Responsible to (day to day issues)	Strategic Finance Lead – Systems & Exchequer
Accountable to (line manager)	Strategic Finance Lead – Systems & Exchequer
Salary grade	I
JE ref	JOT159

1. Key purpose of job

• To support the professional accounting duties undertaken by Financial Services and in particular the FIMS Systems & Payments Team, ensuring compliance with current legislation and financial regulations.
• Member of the FIMS & Payments Team and responsible for the day to day running of the Payments Section; management of the team; and reporting to the FIMS & Financial Systems Account Manager of any instances which affect the delivery of the service in an effective, efficient and timely manner.
• To support the Strategic Finance Lead – Systems & Exchequer to successfully manage projects and business objectives on behalf of the Authority, and to lead on Payment specific projects.
• To develop new initiatives and recommend strategies that maximise the use and productivity of ICT systems within Financial Services and the wider council in connection with their related service needs.
• To lead and manage project teams and other supporting officers in delivering business change projects.

2. Anticipated outcomes of post

• To facilitate prompt accurate payments to Torbay Council Creditors, to comply with current legislation and financial regulations whilst meeting the needs of our Customers and Creditors.
• That the Accounts Payable module remains in balance with the General Ledger and all related bank entries are reconciled & cleared between systems.
• The administration and maintenance of existing and new payment related systems are well supported and that all manual processes are reviewed and automated where possible.
• The support of financial system-based projects throughout the authority in identifying, baselining and developing service needs, support and advice in the development and production of outlines business cases for transformation projects.
• The management of a well-supported Payments helpdesk (calls & emails) is maintained in a timely manner.
• To encompass the role of Payments Manager and to be first point of contact for future development and change. Any complaints or contentious situations relating to the service will be escalated to this post and the post holder will be required to give complicated advice, and to explain technical information either verbally or written and to explain the rationale behind why a decision has been made.

3. List key duties and accountabilities of the post

• As an Employee of Torbay Council all roles are expected to work in a way that ensures vulnerable children and adults are safeguarded and report any safeguarding concerns in accordance with established policies and procedures. The Designated Senior Lead for Safeguarding is the Chief Executive and Director of Children’s Services.
• To promote team working and provide a quality service with a high emphasis on customer care.
• To maintain an effective and detailed knowledge of relevant legislation, council financial systems, Financial Regulations, policies and procedures, to include Health and Safety, Risk Management and Insurance (where related to this role).
• To deal with more complex elements of systems administration & development which will require a creative, problem solving approach and whilst there will be legislative guidelines, the post holder is expected to create new efficient processes & procedures where applicable and to question and recommend changes to existing practices.
• To play a part in the overall strategic and operational development of the team, to include business planning and corporate requirements. Providing input & advice to Financial Regulation amendments and updates to related council policies.
• The documentation of processes and procedures for IT systems that come under the remit of the Head of Finance as well as the related Payment system procedures.
• To manage and lead on payment related projects that are subject to deadlines and frequently changing circumstances and priorities. Make decisions on projects as and when they arise then implement the decision through to a conclusion. Report on project progress, including identifying and managing resources, insights and prognosis for the project to FIMS & Financial Systems Account Manager, advising immediately if plan tolerance levels are exceeded.
• To monitor the performance of the payments section with regard to meeting targets and deadlines and report to the FIMS & Financial Systems Account Manager when targets are not being met along with the action plan to remedy the situation.
• To provide training to new & existing users of FIMS with regards the Accounts Payable and associated payment modules.
• To communicate with Creditors and members of the Council in writing/person or on the telephone in accordance with customer care standards. To deal with complaints and contentious situations using tact and persuasion, and maintain the position of Payment Manager in the face of possible rudeness.
• To manage and monitor the Help Desk function within the Payment Section and lead in implementing future changes to the service.
• Manage the provision of accurate employment status checks on creditors where required, ensuring compliance with up-to-date legislation from HMRC. Discuss the results with the procuring officer to ensure full understanding of the process undertaken.
• To provide support, guidance, and training for all team members; and to undertake Performance Appraisals within agreed deadlines for the Payments Team; and to be responsible for managing the day to day workload of the Payment Team, setting SMART performance targets, reviewing working practices, processes and procedures and the development, testing and implementation of new payment methods and technology.
• To ensure that practices and procedures within the section are developed in line with Council and Government initiatives such as Best Value, GDPR and Corporate Priorities or changes in the legislation.
• To analyse business processes and evaluate new software, identify alternative solutions, assess feasibility and recommend new approaches, for efficient service delivery and improving customer service.
• To represent the FIMS & Financial Systems Account Manager as required, including inter-departmental meetings or with other organisations as appropriate.
• To identify potential problems and take preventative or mitigating action as appropriate, in advance including identifying gaps in performance and to develop and implement corrective actions, in line with Council Policy, Corporate Objectives, Government Initiatives and Business Plans.
• To ensure that the Accounts Payable module remains in balance with the General Ledger and all related bank entries are reconciled & cleared on a timely basis between system.
• To consult with customers on the quality of service with a view to constantly developing and improving it. Monitoring feedback and dealing with complaints in a constructive manner.
• To manage and administer the councils Purchase Card scheme and to ensure a smooth implementation of future projects. 
• Maintain a high level of Data Quality within the Council in line with the Council’s current policy and to familiarise yourself with and adhere to all relevant Council Policies and Procedures.
• On-going support, maintenance & development of the Council’s Financial Management System (and related systems); documenting user procedures & system procedures. With particular responsibility for the build, maintenance and development of the Creditors module. 

4. Budgetary/Financial Responsibilities of the post

• Budgetary – None. 
• Financial – Payment to all Torbay creditors (along with Housing Benefits, External Payrolls, TDA & SWISCo payments) in excess of £395m per annum. 

5. Supervision/Line Management Responsibilities of the post

• Management & Supervision of:
  • Senior Finance Officer – Payments Systems 1.0 FTE. 
  • Finance Officer – Payments 3.7 FTE. 
• Directing staff on project work. This will include training, and allocation & checking of work. 

6. Working environment and conditions of the post

• Normal working environment and conditions.

7. Physical demands of the post

• Normal physical effort.

8. Specific resources used by the post

• Usual IT equipment and accessibility for office working and home working.

9. Key contacts and relationships

External: 

• Creditors & of the Council.
• Schools & Academies.
• The Councils Bankers and Government Purchase Card Providers.
• HMRC.
• Council partner organisations and subsidiary companies.
• IT Software providers including the provider of the Council’s main finance system (Advanced).
• External Auditors.

Internal: 

• All internal departments seeking information or advice on payment made on their behalf.
• Members of the FIMS and Payments Team.
• Financial Services Management Team.
• Internal Auditors.

10. Other duties

• To undertake additional duties as required, commensurate with the level of the job.

Other Information

• All staff must commit to the Workplace Equality, Diversity and Inclusion Practice and Policy.
• Torbay Council is committed to safeguarding and promoting the welfare of children and applicants must be willing to undergo the checks appropriate to the post applied for.
• The post holder is expected to work in a way that ensures vulnerable children and adults are safeguarded and report any safeguarding concerns in accordance with established policies and procedures. And are aware that the Chief Executive and the Director for Children's Services are the Safeguarding Leads for the Council. 
• The post is eligible for both hybrid and permanent home working.
• You will be asked to complete a Criminal Records Self Declaration Form. Criminal convictions will only be taken into account when they are relevant to the post. You will only be asked to disclose ‘unspent’ convictions.
• The Council operates a Smoke-Free Policy and the post-holder is prohibited from smoking in any of the Council's buildings (including Council owned and Council leased buildings, but excluding designated areas in residential schemes), enclosed spaces within the curtilage of buildings, and Council vehicles. The Council does not permit smoking breaks within work time, however, in services where the flexi-scheme is in operation, employees may take reasonable break times outside of core hours, in accordance with flexi-time arrangements. Employees should follow the flexi-scheme procedure for agreeing time away from their duties in the normal manner with their immediate colleagues and line manager, with break start and finish times being recorded, as with any other break-time arrangement. 
• The post-holder is expected to familiarise themselves with and adhere to all relevant Council Policies and Procedures.
• The post-holder must comply with the Council’s Health and Safety requirements as outlined in the H&S policy appropriate to the role.
• The post-holder must be committed to the Council’s Core Values for employees – “Torbay Council employees are committed to being forward thinking, people orientated and adaptable - always with integrity”. Evidence will be sought during the probation and appraisal processes.
• If this post is customer facing, it will require the ability to fulfil all spoken aspects of the role with confidence and fluency in English.
• If you are required to access a government system such as HMRC, DWP or The Public services network (PSN) as part of your role with the Council you will be required to complete a basic disclose with your line manager before you can access these systems. Your manager will be required to complete a verification form that confirms your identity, nationality and immigration status, employment history and unspent convictions (third party).
• If you are required to use your own vehicle on Council business or drive a council vehicle you will be asked to provide information on any driving endorsements by accessing gov.uk/view-driving-licence and providing a code to your Line Manager in order to share your driving licence information with the Council.

Person Specification

Note for Candidate

All Candidates

The supporting statement on your application form will be used to assess ability to meet the essential requirements of the role, so you should explain how you meet each of the numbered essential requirements within your supporting statement. In a competitive situation, the desirable criteria may be taken into consideration, so you are encouraged to show how you also meet each of the desirable criteria.

Candidates who consider that they have a disability

Reasonable adjustments will be made to the job, job requirements or recruitment process for candidates with a disability.

If you consider yourself to have a disability you should indicate this on your application form, providing any information you would like us to take into account with regard to your disability in order to offer a fair selection interview.

Where ever possible and reasonable we will make adjustments and offer alternatives to help you through the application and selection process.

If you have indicated that you have a disability on your application form you will be guaranteed an interview if you clearly demonstrate in your supporting evidence how you broadly meet the essential requirements of the role.

Job info	Job info details
Job Title	Principal Finance Officer - Payments
Strategic team/Directorate	Finance
Service	Finance
Business unit	Systems & Exchequer

Skills and effectiveness

Essential skills and effectiveness

• Effective interpersonal skills to include diplomacy & tact but also a confident and effective communication manner, with a Customer Focus approach. This should include empathy and understanding of issues faced by Creditors (including those who may be vulnerable), but with the ability to maintain the role’s position/status in contentious situations. 
• A flexible and adaptable communication style and an ability to share information effectively.
• Ability to manage a small team of people. Must be able to motivate staff and to contribute to developing a team which will deliver excellent customer service and meet targets which are set. 
• Able to undertake a diverse workload and produce desired outcomes within changing deadlines, to include a high level of logical reasoning skills applied to data management techniques for problem solving.
• Flexible approach to a demand led service with the ability to effectively prioritise workloads to meet tight system-imposed deadlines and at the same time facilitating unpredictable departmental deadlines where appropriate. 
• Able to work both independently and as part of a Team. The post will be required to participate & lead on project work and will need to be able to work on problem solving and to provide cover for other members of the team.
• Eye for detail and investigatory skills, with the confidence to follow up and question procedure & create/implement solutions. 
• Effective literacy, numeracy & computer keyboard skills.
• Ability to instil confidence in others when undertaking tasks and making decisions. 
• Ability to follow through the consequence of any errors and to manage corrective action.

Desirable skills and effectiveness

• Effective presentation skills.
• Able to prepare and present documented material accurately and clearly that can be easily understood by a diverse audience.

Knowledge

Essential knowledge

• Detailed in-depth knowledge of statutory legislation with regard to VAT, HMRC CIS scheme and employment status.
• Working and up-to-date knowledge of IT based systems. In particular – in depth knowledge of Payment related systems, and other Microsoft Office applications is essential to performing this job to the high level required. 
• Detailed knowledge of relevant Local Authority policies & guidance (including Financial Regulations, Health and Safety, Risk Management, Insurance policies and Data Protection) where they relate to this role.
• Knowledge of testing and implementation of new technology, or automated payment systems.
• Up to date awareness and understanding of the council’s structure and services, and an awareness of relevant legislation and guidance specific to that service.
• Working knowledge of the production of project management documentation including project briefs, project approach, project plans, project initiation documents, work packages, resource plans, risk & issues logs.

Desirable knowledge

• Theoretical and practical knowledge and experience or PRINCE2 project methodology (or similar).
• Business Process Reengineering skills, or similar.
• Knowledge of training techniques and methods.
• Knowledge of complex IT data files & programme processes to enable effective liaison with IT as required dealing with system problems or new system requirements. 

Experience and achievements

Essential experience and achievements

• Up to date experience of working with information technology based systems and PC based software.
• Suitable relevant experience of working in a Payments environment with particular reference to legislation and reconciliation of suspense accounts.
• Experience of maintaining accurate records and information on a financial system.
• Previous experience of dealing and resolving customer queries.
• Previous management experience.
• Previous experience of applying HMRC regulations to creditor payments & employment status assessments.
• Experience of dealing with staff at all levels in professional situations.

Desirable experience and achievements

• Experience of using PRINCE2 project methodology or, equivalent, to deliver successful projects. 

Qualifications/professional memberships

Essential qualifications/professional memberships

• Educated to degree level standard (including HND, professional/enhanced skill qualification) or equivalent or demonstrable work-related experience in appropriate areas.
• Certificate in Team Leading or equivalent.
• ECDL European Computer Driving Licence or MOS qualification. 
• Association of Accounting Technician or equivalent (or working towards this qualification).

Desirable qualifications/professional memberships

• Prince 2 qualification or equivalent experience.
• Institute of Leadership and Management (Stage 2).

Other requirements

Other requirements of the job role

• Ability to travel efficiently around the Bay/South West/UK in order to carry out duties.