Finance Manager

Job Description

REPORTS TO: Finance Director

PURPOSE OF JOB: Responsibility for managing the day to day, weekly and monthly finances of the charity (SPEAR & QHT) and supporting the Finance Director with other financial tasks as required.

PRINCIPAL RESPONSIBILITIES:

1. Expenditure

To be responsible for managing all payments made by both charities including payroll, staff expense, petty cash and external suppliers.

2. Income

To be responsible for ensuring that all recording, processing and reporting of income received by SPEAR & QHT; including Rent, housing benefit, service charges

3. Financial Systems

Setting up a financial systems on Quickbooks able to record income and expenditure, financial transactions and able to produce reconciliations and management reports for SPEAR & QHT.

4. Management support and preparation of accounts

To ensure that SPEAR’s finance department operates in line with financial procedures, and that well organised financial records are maintained.

5. Corporate Responsibilities

To support the work of SPEAR through accurate and timely reporting, and by maintaining good relationships, both internal and external

6. Personnel duties

To line management and support income officer and bookkeeper

SPECIFIC DUTIES:

1.Expenditure

  • Ensure that all expenditure is authorised as per organisation’s policy and allocated to correct budget and cost codes in the accounting system (Quickbooks).
  • Able to exert strict control over payments due and liaising with external suppliers
  • Ensure supplier invoices are paid efficiently by BACS or cheque
  • Record all expenditure under correct cost code and able to provide up to date reports for management review
  • Ensure all expenditures above budgets are highlighted and reported quickly

2.Income

  • Ensure smooth administration of income
  • Banking of all cheque and cash income at least weekly.
  • Reconcile Housing Benefit income and Ineligible income (service charges) received to schedules and rent records for all hostel residents, addressing any queries that arise.
  • Raise invoices for grants and other contract income, and ensure timely payment.
  • Code all income to appropriate budget and income codes to the accounting system (Quickbooks) ensuring any restrictions are allocated accurately.
  • Supervise Income officer in day to day operations

3. Management support and preparation of accounts

  • Keep accurate up to date financial records on an accruals basis
  • Maintain electronic and paper records accurately, efficiently and securely
  • Prepare month end accounts up to Trial Balance level and quarterly accounts by service showing variances against budget
  • Meet with project managers monthly to discuss budget variances and project finances
  • Support the Finance Director through the audit process
  • Support the Finance Director in preparing annual budgets

5.Corporate Responsibilities

  • Work within SPEAR’s Financial Procedures and help to develop them
  • To provide reports to the Finance Director and assist in the preparation of financial reports for the SMT, Trustees and funders.
  • To provide support to senior managers to deliver services within budget by providing up to date, accurate information.
  • Attend supervision, team meetings, training and other meetings as required
  • Maintain effective working relationships with SPEAR’s external partners (including commissioners, landlords, suppliers and funders)
  • Undertake other duties as your line manager should require in keeping with the responsibility of the post

4.Personnel Duties

  • To undertake effective line management of Income officer and bookkeeper including supervision and appraisals
  • To ensure adequate learning and development opportunities for the junior staff
  • To ensure systems, policies and procedures are being complied with, within the finance department
  • To ensure that contractual, legal and other organisational commitments are met by the actions of the finance department

Finance Manager

Person Specification

QUALIFICATION (DESIRABLE):

  • Qualified or part-qualified accountant or qualified by experience

SKILLS, KNOWLEDGE AND EXPERIENCE (REQUIRED):

  • Accounting or bookkeeping ability
  • Ability to use QuickBooks or similar accounting software
  • Good working knowledge of Excel and ability to take initiative and design reports and information sheets to be presented to management
  • Experience of preparing management accounts and annual accounts
  • Understanding of how financial management supports wider organisational success.
  • Understanding of financial management in the charity, public and/or voluntary sector
  • Excellent written and verbal communication skills including the ability to present and explain financial information clearly to non-finance staff
  • The ability to establish good working relationships with internal and external colleagues.
  • Excellent attention to detail

SKILLS, KNOWLEDGE AND EXPERIENCE (DESIRABLE):

  • Experience of Housing Benefit
  • Experience of setting up a new accounting system for an organisation