Hillingdon and Ealing Citizens Advice Ltd

Hillingdon and Ealing Citizens Advice Ltd

AREA SUPPORT OFFICE, Key House, 106 High Street, YiewsleyUB7 7BQ

Our ref: Recruit/cover letter

Fax No:01895 422404

Date:19thAugust 2015

Dear Applicant,

Finance Manager

Part time (21 hours pw) / Permanent (subject to continued funding)

Salary dependent on experience and qualifications

Thank you for your interest in the above post with Hillingdon & Ealing Citizens Advice Ltd (HECA). I enclose an application pack which includes the following:

• Job description

/

• HECA Equal Opportunities Statement

• Person specification

/

• HECA Equal Opportunities Monitoring Form

• HECA Job Application Form

/

• Citizens Advice Aims, Policies & Principles

Please send your completed application in an envelope marked confidential to reach me by 10am on Monday 14thSeptember 2015. Interviews will be scheduled to take place on Friday 18thSeptember 2015.

Please note that a satisfactory basic Disability and Barring Service (DBS) Certificate will be required for this post. In terms of accessibility we will be flexible to enable short listed candidates to be interviewed and the successful candidate to work with us.

Please contact me to discuss any special needs you may have.

It is desirable that the post-holder works on site a minimum of three days per week and is available to attend monthly meetings on Friday mornings and evening meetings of the Trustee Board (usually four times a year), however all applications and flexible working proposals will be given full consideration.

I look forward to receiving your application.

Yours sincerely,

Heather Brown

Director

HILLINGDON ADVICE & INFORMATION LINE 0844 848 7903 Website:

Registered office: Hillingdon and Ealing Citizens Advice, Key House, Area Support Office, 106 High Street, Yiewsley, UB7 7BQ
Charity registration number 1045991, Company Limited by guarantee, Registered number 3028957 England.
Authorised and regulated by the Financial Conduct Authority, FRN: 617635

HILLINGDON & EALING CITIZENS ADVICE

JOB DESCRIPTION

Designation:Finance Manager

Salary Scale:circa £21k (according to experience and qualifications)

Location:Key House, Yiewsley, and HECA offices in Hillingdon

Duration:Permanent

Hours of Work: 21 hours per week

Responsible to:Director

PURPOSE OF JOB:

• To have lead responsibility for financial and management accounting
• To report on financial matters to the Director and the Trustee Board
• To produce financial content for grant applications and funding bids
• To produce financial information as required for reports to funders
• To ensure financial compliance with the Citizens Advice Membership Scheme, and the requirements of the Charity Commission and Companies House.

Main Duties and Responsibilities

1. Financial Management

1.1Support the Director and Treasurer by maintaining the organisation’s financial records and day-to-day financial control of the service.

1.2Prepare and review detailed budgets for approval by the Trustee Board in conjunction with the Director, Treasurer and Finance and Staffing Sub-Committee

1.3Produce the monthly payroll letter (incl. changes to payroll, checking of externally provided payroll, reconciliation, BACS creation and submission foronline authorisation, payment of NI and Tax, Pension and Payroll Processing Fee).

1.4Raising purchase orders, dealing with accounts payable, raising and authorising cheques, dealing with direct debits and dealing with supplier queries

1.5Process monthly expense claims for staff and volunteers and reconcile imprest amounts for petty cash

1.6Invoice Customers and Funders in accordance with documentation

1.7Producemonthly management accounting reports, including income, expenditure, variances from budgets, cash flow and forecast outturn for Finance and Staffing Sub-Committee

1.8Reconciliation of Current and Reserve accounts, monitoring of balance in Current account and recommendations concerning bi-monthly transfer

1.9Produce quarterly cost allocation reports in liaison with the Advice Services Manage, and advise on proper allocation of resources

1.10Ensure that all financial reporting obligations are met in relation to submissions for funding, grant aid, contracts, restricted funds and any other initiatives

1.11Produce year end journals for accruals and prepayments

1.12Maintain register of assets over £500 and calculate annual depreciation charge

1.13Prepare the end of year returns, including breakdowns in required formats for funders

1.14Assemble the materials required for annual audit and correct preparation of accounts in conjunction with the Director and Treasurer and manage the sign-off of the Report and Accounts in liaison with external auditors

1.15Produce the Pension Annual Return in accordance with the LGPS requirements (currently laid down by Capita Hartshead)

1.16Ensure that all finances are properly administered and that appropriate financial regulations and controls are in place and in use at all times

1.17To keep up to date with statutory regulations, guidelines and best practice for the financial management of charities, ensuring the trustees are properly advised of their responsibilities and recommending improvements to financial procedures

1. Planning and development

2.1Advise the Director on projected costs for funding bids

2.2Support the strategic development of the bureau in regards to financial matters

2.3Contribute to the work of sub-committees and working parties and to decisions on allocation of resources

2.4Assist, complete and submit funding applications as required

2.5Undertake environmental/market research as required by the Director

2.6Contribute to plans for Business Continuity and Disaster Recovery

1. Bureau Trustee Board and Financial Compliance

3.1Advise the Director and Trustee Board on matters of financial best practise

3.2Attend meetings of the Trustee Board to present and explain the required financial management reports

3.3Assist the Director with timely preparation of the annual report

3.4Ensure compliance with the financial requirements of the Citizens Advice Membership Scheme

3.5Complete the annual returns and file any other required information on time with the Charity Commission, Companies House and Citizens Advice, liaising as necessary with the independent auditor, Director and Treasurer.

1. Administration

4.1Oversee and monitor effective and efficient administrative systems

4.2Provide line management for an Admin Officer, planning and allocating work and monitoring achievement

4.3Contribute to a positive and supportive working environment for other staff and volunteers

4.4Advise the Director on potential improvements and efficiency savings

1. Other duties and responsibilities

5.1Attend appropriate internal and external meetings as agreed with the Director

5.2Work with the Advice Services Manager and Advice Session Supervisors as and when appropriate

5.3Undertake any other duties and tasks as may be within the scope of the post as required by the Director

5.4Abide by health and safety guidelines and share responsibility for own safety and that of colleagues

5.5Ensure work undertaken reflects and supports the Citizens Advice service’s aims, policies and equality and diversity strategy

5.6Identify and implement own learning and development needs

5.7Promote the aims, principles, policies, interests and well-being of the organisation and protect its integrity and reputation

HILLINGDON & EALING CITIZENS ADVICE

FINANCE MANAGER

PERSON SPECIFICATION

You will need to have either a recognised accountancy qualification or you will be part qualified with relevant work experience commensurate with the main duties and responsibilities required for the purpose of the job.

In addition you will need to show how you meet the following essential requirements. Short-listing for interview is based on the information you provide against each of these criteria.

1.Work experience

Ideally you will have significant and recent experience of:

1.1Using IT packagesincluding Excel and Quickbooks for financial purposes.

1.2Demonstrable track record of financial management and charity accounts.

1.3Providing financial information for successful income generation, through fundraising, commissioning and developing ideas and opportunities to establish new services.

2.Skills/abilities

You must have the following skills/abilities:

2.1Ability to work within established financial systems and to recommend and introduce improvements

2.2Ability to contribute to strategic development and resource plans, particularly in regards to financial planning and fundraising.

2.3Ability to influence positively and earn and maintain the trust of those people with whom the bureau deals; especially potential and existing stakeholders.

2.4Excellent communication skills, including the ability to communicate effectively in person and in writing to explain the financial position of the charity and the financial implications of potential decisions

2.5Ability to research, analyse and interpret complex information and produce high quality clear written reports.

2.6Ability to plan and organise own work to meet deadlines under pressure, monitoring and maintaining own standards at all times.

2.7Staff supervision, including recruitment, induction, training, development, line management (including disciplinary and grievance procedures) and appraisals.

2.8Good interpersonal skills including the ability to work as part of a team, line manage admin staff and work with volunteers when needed.

2.9Understanding of the voluntary sector and, in particular, knowledge of the environment in which the advice sector operates.

2.10Broad understanding of local government and the administration of public services, including an understanding of commissioning.

2.11Ability to keep up to date with ICT developments of relevance to the finance role, identify training needs and identify potential for more efficient ways of working.

3.Policies of the CAB Service/Special Features

3.1Understanding of and active support forthe general aims, principles and equal opportunities policies of Citizens Advice and theHECAservice.

3.2Availability to attend Finance and Staffing Sub-Committee meetings (Fridays) and Trustee Board meetings (evenings).

3.3Due to the nature of this role, the post-holder must have a satisfactory basic Disclosure and Barring Service (DBS) Certificate.

HILLINGDON & EALING CITIZENS ADVICE

Note: Please complete this form in black ink, to enable clear photocopying

APPLICATION FOR APPOINTMENT
Please specify post : ______
Surname: ______
First Names: ______Tel Home:______
Home Address: ______Tel Work:______
______E-mail: ______
______May we contact you at work? Yes/No
______

REFERENCES

Please give below the names and addresses of two referees.

First Referee Second Referee

(current or most recent employer)

Name………………………………….Name…………………………………….
Position Held……………………….. Position Held…………………………..
Address……………………………... Address…………………………………
………………………………………… …………………………………………….
………………………………………… …………………………………………….
………………………………………… …………………………………………….
Tel. no. ………………………………. Tel. no. …………………………………..
E-mail: ……………………………….. E-mail: …………………………………...
If you are shortlisted, may we take up your references before interview? Yes/No

NOTICE

If applicable, what period of notice are you required to give? ………………………..
______
Your completed application and/or any enquiries relating to your application
should be addressed to:

Hillingdon & Ealing Citizens Advice, Area Support Office,

Key House, 106 High Street, Yiewsley, Middx UB7 7BQ (Tel: 01895 422479)

Please mark any correspondence ‘Private and Confidential’.
1. Relevant Paid and/or Unpaid Work Experience
This may include your current/previous employment (including job training schemes), school placements, voluntary work, community activities and life experiences (continue on a separate sheet if necessary). Please put in date order, starting with the most recent.
Dates
From To / Employment/Voluntary Work etc.
(give full name of organisation and your job title/role)
2. Education and Training
Please list your education and training (including short courses). Continue on a separate sheet if necessary.
Dates
From To / Nature of Course / Qualifications Gained
3. Reasons for Applying
Give reasons for applying for this job demonstrating how you meet each of the criteria listed in the person specification, giving examples of your relevant skills, abilities and experience.
Taking each point of the person specification in turn, please give specific information that demonstrates how you have the skills and abilities needed for this post.
Any additional information which you wish to provide should be limited to no more than two sides of A4 paper.
4. Miscellaneous
Do you hold a current full driving licence? YES/NO
Do you speak any languages in addition to English?
(please list) ______
Have you been interviewed and tested for a post with HECA previously? YES/NO
If yes, in which year and month?
Are you entitled to work in the UK? YES/NO
How did you learn of this vacancy? ______
Criminal convictions
Have you had any previous convictions not regarded as spent under the Rehabilitation of Offenders Act 1974? YES/NO
If ‘yes’ please provide details of the offence and the date of conviction.
Please note: for thispost a basic Disclosure and Barring Service (DBS) Certificate will be necessary. However, the Citizens Advice service is committed to the promotion and delivery of equal opportunities to staff and so has a policy to ensure ex-offenders are not discriminated against.
All offences, other than sexual crimes against a child or vulnerable adult, will be treated on an individual basis taking into account issues such as the risk to the client, the circumstances of the offence (e.g. what it was, is it relevant to role, how long ago it was) and the reputation of and risk to the bureau.
Data Protection Act 1998
As part of the recruitment procedure we may collect and store sensitive personal data about you. We are required by law to obtain your consent to such data being recorded. It is our policy to store data relating to recruitment procedures for 18 months after the date on which it is submitted, for internal auditing purposes. Any information of this nature will be treated confidentially.
Sensitive personal data is defined as information relating to any of the following: racial or ethnic origin, political opinions, religious beliefs, trade union membership, health, sexuality or sex life, offences and/or convictions.
For the purposes of the Act the Data Controller is Hillingdon and Ealing Citizens Advice Ltd.
DECLARATION
I confirmthat the information I have provided on this form is true and correct to the best of my knowledge and I understand that if appointed on the basis of false information contained in this form, I may be summarily dismissed.
By signing this form I give my consent tosensitive personal information being recorded and stored by HECA Ltd for the purpose of recruitment and selection and if appointed, for the purposes of employment at HECA.
Signature: ______Date: ______

Equal Opportunities Monitoring Form

Confidential

Please return this with your application form. It will be separated from your application before short-listing. The selection panel will not see this form, which will be used for monitoring purposes only.

Post applied for ______

Surname/family name ______

First name(s) ______

GenderFemale  Male 

Age ______

Ethnic Group

Please choose one section and tick the appropriate box within it.

White / Mixed Heritage / Asian or Asian British / Black or Black British / Chinese or Other Ethnic Group
British 
English 
Scottish 
Welsh 
Northern Irish 
Irish 
Gypsy or Irish traveller
Other White  / White and Black Caribbean 
White and Black African 
White and Asian 
Any Other Mixed  / Indian 
Pakistani 
Bangladeshi 
Other Asian  / Black Caribbean
Black African 
Other Black  / Chinese 
Arab
Any other 

Disability

Do you have a disability? Yes  No 

We value diversity, promote equality and challenge discrimination

Application form

Please complete your application and return it by post or e-mail (as a Word document) no later than the closing date referred to in the advert. If you return your application via e-mail by the deadline we will require you to send a signed hard copy in the post (which may arrive after the deadline).

CVs will not be accepted as a substitute for the application form, unless specifically stated in the advert.

The application form plays a key part in our recruitment and selection process. We use the information you provide about your skills, experience, career and education history to decide whether or not to invite you for an interview. It is important that you complete the application form as fully and accurately as possible, ensuring that you give specific examples which demonstrate how you meet the essential and desirable criteria for the role for which you are applying.

Disability

Please let us know if you require any adjustments to be made to the application process or would like to provide any information you wish us to take into account when we are considering your application. If you are selected for interview, we will ask you to let us know if you have any access needs or may require reasonable adjustments to the interview or assessment (if applicable) at that stage. Please be assured that we will be supportive in discussing reasonable adjustments with you at any stage of the recruitment and selection process.

Entitlement to work in the UK

A job offer will be subject to confirmation that you are permitted to work in the UK in accordance with the provisions of the Asylum and Immigration Act 1996. You will be asked to provide evidence of your entitlement to work in the UK if you are successful and an offer of employment is made.

Please note that Hillingdon and Ealing Citizens Advice Ltd (HECA) does not hold a sponsor licence and, therefore, cannot issue certificates of sponsorship under the points-based system.

Diversity Monitoring

Hillingdon and Ealing Citizens Advice values diversity and promotes equality. We encourage and welcome applications from suitably skilled candidates from all backgrounds. Monitoring recruitment and selection procedures is one way of helping us to ensure that there is no unfair discrimination in the way that we recruit people.

To do this we need to know about the diversity profile of people who apply for posts at HECA. This information is given in confidence for monitoring purposes only and is not seen by anyone responsible for making recruitment decisions. However, if you would prefer not to answer any of the questions we ask,please leave them blank.

Information, experience, knowledge, skills and abilities

This is a key section of the application form which allows you to provide evidence of your experience, knowledge, skills and abilities that are relevant to the role as described in the role profile. Selection is based on an assessment of the evidence you provide against the requirements of the role as set out in the person specification. It is important that you tailor your response to clearly demonstrate how you meet each requirement. No assumptions will be made about your achievements and abilities.