Colchester Arts Centre

Job Title: Finance & Office Manager

Responsible to: Director / Finance Manager

Line managing: Finance and Box Office Assistant,

currently working 3 days per week

Hours:40 hours per week

Pay:£24 – 28 ,000 per annum

Depending on expereince

Holiday:4 weeks per year plus all statutory bank holidays (may need to be taken in lieu)

Principal Responsibilities

Finance

To cash up and process daytime box office
To manage and record cash records and reconcile both petty cash and cash account on a monthly basis
To efficiently manage the cashflow
To prepare artists` payments according to an invoice/contract
To enter all income and expenditure onto Sage Line 50
All aspects of purchase ledger – verification and input of purchase invoices; authorization process; following the queries; arranging for cash, cheque or BACS payments;
All aspects of sales ledger – raising of sales invoices as required (this includes preparing costs for the hire and other events; dealing with queries, processing sales ledger income
Reconciliation of other accounts – current and business account on a weekly basis; Savings accounts and Company D-card account on a monthly basis; Card receipts income account on a weekly basis
To calculate and pay VAT. VAT payments to be made accurately and on time
To manage Restricted Funds/Projects financial information; presenting this information in a spreadsheets` format
To liaise with PRS (Performing Rights Society) to ensure all forms are correctly returned and payments calculated on a quarterly basis
To process expenses of employees on a regular basis and arrange for the payment
To ensure that all finance records are clearly and regularly filed
To take regular back-ups of Sage Line 50
To process weekly and monthly payroll using Sage Payroll and process Inland Revenue payments; to process new and departing employees, to implement any tax code changes, student loans deductions, SMP etc as required; to process holiday pay for a weekly payroll
To process wages year end and file with Inland Revenue by specified date (online filing)
To provide director with accurate financial updates including Profit & Loss Report and Balance sheet on a monthly basis
To present all financial information in spreadsheets for the board meetings; also prepare quarterly and yearly budgets in close liaison with the director
To secure efficiencies throughout the organisation by careful management suppliers and all utilities
To advise on a business strategy that will maximize earning potential, minimize expenditure and maintain tight control over all budgets.

Office management

To organise and ensure office cover from day to day through volunteer rota
To ensure all office supplies are up to date and in stock

In addition to these, in absence on Finance and Box Office Assistant other responsibilities include:

To cash up events takings on a daily basis
To prepare floats as required
To prepare artists` payments
To organize riders (refreshments and meals) for events
Box Office cover

Other

Box office and customer care. This is to include answering the telephone and personal callers. Providing clear information in a friendly and efficient manner and selling tickets when appropriate.

To act as duty manager for occasional evenings (estimate 1 per month)

To provide cover for staff when necessary to ensure the smooth running of Colchester Arts Centre.

Any other duties as may be reasonably requested from time to time.

CLOSING DATE:12th DECEMBER

INTERVIEWS:16th DECEMBER