DEPARTMENT Accounts POSITION Accounts Assistant GRADE Team Member REPORTS TO Hotel Accountant Note: This job description in no way states or implies that those duties listed below are the only ones to be performed by the employee occupying this position. Employees will be required to perform any other job-related duties assigned by their relevant manager. POSITION OVERVIEW Assisting the Hotel Accountant with the smooth running of the hotel Accounts department. GENERAL Responsible for helping to maintain a guest-focused culture which supports the values expressed in the resort ambition and the resort’s business goals of profitability and service quality. Establishes and maintain effective and positive relationships within the team as well as other departments. Complies with the resort’s Health and Safety and Hygiene policies as well as all other resort policies and procedures. Report all situations that may present a danger to guests or staff immediately to the relevant people and take action to rectify the situation if possible. · Ensures that resources are used effectively, minimising waste to protect our environment and to reduce costs. Performs related duties and special assignments as and when required. JOB FUNCTIONS Communication · Responsible for communication through effective writing, speaking, and listening skills. · Encourages employees to actively participate in our progress through decision making and ideas. · Responsible for regular dissemination of information to encompass organisational and individual activities. Standards · Responsible for establishing and maintaining all Standard Operating Procedures (SOPs) within their department(s), including but not limited to employee, guest, financial, and health and safety objectives. Controls · Responsible for setting controls relating to the above set standards, enforcing these controls and taking appropriate action when necessary. · Responsible for implementing key performance indicators for the department based on the controls devised. Structure · Responsible for defining, implementing and maintaining a sound organisational structure within the department(s), focused on achieving the Resort and departmental goals and objectives. · Responsible for defining and documenting job descriptions and person specifications and managing the Human Resource aspect of the department in line with Celtic Collection standards. Team · Responsible for the welfare and wellbeing of all departmental employees. · Responsible for promoting the professional career development of the team. Delivery · Responsible for ensuring all equipment, tools, and supplies are available and maintain relationships with the suppliers of the equipment, tools, and supplies. · Responsible for the maintenance, security, computer systems, cleanliness and appearance of the department(s), both front and back of house. · Deliver products in accordance with set standards, exceeding the internal/external guest expectations. · Assists in the smooth running of the Accounts Payable function. In conjunction with the Hotel Accountant, ensuring, inter alia, the ledger is constantly up to date and accounts are reconciled with supplier statements. · Assists in the smooth running of the Accounts Receivable function, in conjunction with the Hotel Accountant, ensuring, inter alia, the Hotel’s risk exposure is minimised and that debts are collected in a timely manner. · Assists in the smooth running of the stock control function, ensuring that all food, beverage, spa, and other stock takes are carried out accurately and on time, in line with company guidelines. · Assists in the smooth running of the Internal Control function, in conjunction with the Hotel Accountant, ensuring payment reconciliations, income audits, voucher reconciliations, cash control, and banking are completed accurately and any associated reports are issued in a timely manner. · Assists in the production of hotel monthly management accounts. This encompasses the collation of all necessary and relevant information from various sources to aid compilation of all journals that need to be input into the management accounts. · Resolves issues with guest, suppliers, or other parties such as auditors where possible. · Completes any ad-hoc duties as requested by senior finance team. · Provides appropriate information as required by the Director of Finance, Head of Finance, Finance Manager, and other members of management and directors. Training · Responsible for maintaining, setting, and achieving training standards in conjunction with Human Resources, and within set budgets. Leadership · Responsible for the leadership of the team and individuals, including frequent periods of internal/external guest contact to attain feedback on individual and departmental performance. · Responsible for internal/external complaint handling, for feeding back information to employees in a positive and constructive way and offering solutions. · Responsible for communicating the overall Resort and departmental goals and objectives and ensuring all employees are motivated to achieving them. · Responsible for conducting daily, weekly, and monthly strategic departmental meetings, minuting these meetings, and distributing the minutes to the employees. Team Building · Responsible for the development of individuals, whilst promoting the importance of teamwork, contributing to team building sessions both within and outside the resort. Checking · Responsible for gathering information as required by the appropriate controls to determine achievement of key performance indicators. These controls include guest feedback, employee feedback, management feedback, financial performance, and any other as required. Evaluation · Responsible for compiling periodic reports based on the checking process. · Responsible for analysing the information and applying management skills to determine outcomes, documenting these outcomes in the reports and communicating and distributing these reports within the department, to other departments and to Senior Executives. Innovation · Responsible for taking the results of the evaluation and implementing changes to ensure continuous innovation and improvements are made within the department. · Responsible for implementing these changes, communicating the changes as required, following up on the changes, ensuring all controls and checking processes are in place to evaluate the success of the changes made. · Responsible for monthly reporting on the success of the changes made.