BOLTON YOUNG PERSONS HOUSING SCHEME
JOB DESCRIPTION
JOB DESCRIPTION
Post: Admin Manager - Finance
Hours: 37 hours full time weekdays Monday – Friday. 9am – 5pm
Salary scale: £27,187
Location and Setting: Trinity House, Bolton.
Accountable/ Reports to: BYPHS CEO
Works with: Internally, works with CEO, Operational Manager, Project Managers. Externally works with bookkeeper, auditor, accountants, banks, housing benefit teams, accountants in partner agencies.
Overall purpose: To take responsibility for the efficient financial and administrative operation of BYPHS. This includes coordinating the financial systems and enable and assist the provision of financial management information to the CEO and the Board. It also includes supervisory responsibility of the business support team.
Job Context: Reporting to the CEO and working as part of a business support team to provide an effective and consistent administrative service that supports the organisation. Some of the duties listed may also be done by business support colleagues and require joint working in order to meet deadlines.
Key Responsibilities:
Staff support.
To supervise project administrators every month.
To lead team meetings for Business Support Team.
Payroll
To oversee the preparation of the monthly payroll
To oversee the payment of wages by BACS
To maintain all payroll records and file accordingly
To report to HMRC with RTI
Deal with any salary enquiries, SSP, SMP & SPP.
To ensure the processing and record keeping of the auto enrolment pension when it is introduced (October 2016)
Maintain Company Pension Schemes
To process and make pension payments to providers and reconcile these accounts
To liaise with Inland Revenue, HMRC etc. as required
To enable and support the audit process.
To work closely with the Company Bookkeeper and ensure records and reports are completed in a timely manner for Board.
. To work alongside the finance administrator with the maintenance of the purchase ledger from processing to payment which includes:-
Record all received invoices on purchase day book
Reconciling invoices
Coding all invoices according to said orders and to the nominal ledger
Post all invoices on to the Sage Accounting System
Distribute all invoices to the relevant managers for authorisation
File all authorised invoices in a pending file for payment
Reconcile all suppliers’ statements and resolve differences with suppliers
Prepare cheques and or BACS payments for all invoices due as required and remit
Collate all information to enable the preparation of the monthly management account
· Housing Benefit and Rents management
Maintain rents records of all properties and record any changes – reconcile rent accounts between Sassha and SAGE
Update these annually with the CEO before the start of the new financial year
Liaise with landlords over any payments, issues or discrepancies
Prepare monthly arrears reports for Management Team
. Oversee other Financial and Administrative duties carried out by the team
Bank all monies received on a weekly basis
Collect petty cash from bank and administer this to the relevant services adhering to the financial controls procedures.
Complete, check and reconcile all petty cash claims to supporting documentation and liaise with managers to balance and check petty cash on a monthly basis
To assist with financial problem-solving in all services.
To keep up to date with legal and other changes in employment and other areas which may affect BYPHS, and undertake any training which may be required.
To collect monthly timesheets and maintain staff absence, sickness and holiday records
To assist with general HR correspondence and completion of various forms.
To work with business support team in managing reception and offering generic business support. This includes general office management and administrative tasks as required.
To oversee general administration of the organisation.
To undertake any other duties as may be reasonably required
Policies & Legislation
Adhere to all BYPHS systems, policies and procedures including Financial Controls Procedures.
Actively follow Health & safety Policy, procedures and safe systems of work
Comply with equal opportunities and diversity policies and regulation
Reporting any concerns relating to safeguarding vulnerable adults and children
Upholding safe and efficient working policies and practices, undertake supervision and training
Person Specification
EXPERIENCE
Essential
· Ability to use Sage Payroll (40+ employees)
· Monthly payroll experience
· RTI with HMRC and Auto enrolment pension knowledge
· Previous experience working in financial admin or bookkeeping
· Previous experience working on nominal sales, purchase and nominal journals & ledger
· Ability to manage daily banking and multiple accounts
· Reconciliations of those bank accounts
· Staff management and supervision
Desirable
· Experience of processing auto enrolment pension
· Experience of working in the voluntary sector
SKILLS / ABILITIES
Essential
· Excellent numeracy skills
· Good financial skills
· Bookkeeping skills
· Accuracy and time management skills
· Managing and keeping nominal, purchase and sales ledgers up to date
· Bank & cash reconciliation
· Handling daily banking
· Good IT skills, especially Microsoft Excel
· Ability to work on own initiative
· Ability to work in a team
· Negotiating skills
· Ability to work with a range of individuals and agencies
· Multi tasking ability
QUALIFICATION
Desirable
· Financial or accounting qualification or diploma
OTHER
Essential
· Commitment to equal opportunities
Review
The details contained in this Job Description reflect the content of the job at the time it was prepared. However, it is inevitable that over time the nature of individual jobs will change; existing duties may be lost and other duties gained without changing the general character of the duties or the level of responsibility entailed. Consequently, the Management Committee will expect to revise this Job Description from time to time and will consult with the post holder at the appropriate time
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November 2017