JOB DESCRIPTION

JOB TITLE: Finance and Office Manager

LOCATION: Lewes Office

RESPONSIBLE TO: Chief Executive

HOURS: 35 hours

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Directly Responsible

For:Finance.

ICT,and administration.

Health and Safety, premises and facilities;

Human Resources andVolunteering.

Quality management.

Line management of:

  • Finance officer
  • (Finance Assistant)
  • HR officer
  • HR Administrator
  • Facilities Coordinator
  • Administrator (services, volunteers and reception)
  • Quality standards & Policy Administrator

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1. Purpose of the post

a)To effectively control, manageand developing the finances and internal resources of Age UK East Sussex, using (and further developing) agreed procedures, so that the organisation meets its aims and objectives.

b)To work closely with the Chief Executiveand the Directorate and Management teams to ensure internal business processes support achievement.

c)To lead the Finance and Central Services team and provide line management to its staff in line with agreed policy.

d)To be a proactive/active member of the Management team contributing to the management of the charity as appropriate, and taking corporate responsibility.

2. Duties and Responsibilities

Finance

a)To take a leading role in the control and management of the charity’s and its trading company’s finances and the budget setting/monitoring process.

b)To work closely with the charity’s (external) financial consultant in the development and delivery of an agreed financial strategy, the management of VAT and in ensuring compliance to relevant legislation/regulation.

c)Ensure adherence to the financial policies and procedures of Age UK East Sussex in monitoring, controlling and managing the finances of the organisation.

d)To ensure financial monitoring systems reflect the management information required to fulfil the changing needs of the organisation e.g. to provide effective financial monitoring information to funders, calculating reserves requirements, and to enable the development of unit costs for services.

e)To produce ad hoc reports as required.

f)To undertake Full Cost Recovery analysis, cost apportionment etc., and lead the process for setting and monitoringbudgets for the organisation to ensure continuing financial viability.

g)With the Directorate team and external financial consultant as appropriate, contribute to the tendering, commissioning and selling of services through the provision of financial information, demonstrating value for money and supporting pricing setting as appropriate.

h)Support the Services Director in their management of contracts for services through proactive liaison regarding invoicing and payments, budget management and financial reporting etc., and by ensuring compliance with non-service delivery contractual obligations.

i)To ensure the delivery of support and training to managers/staff with devolved budget responsibilities to enable their effective involvement in budget management (setting, management, monitoring and reporting) according to agreed policy proceduresand timetables.

j)To ensure bank accounts are reconciled within agreed timescales and to sign off this process. To liaise with the bank and operate a treasury function ensuring funds are placed in interest bearing accounts whenever possible.

k)To ensure that the Trial Balance is fully reconciled, by agreed timescales each month.

l)To lead the maintenance and development of effective and efficient infrastructure and processes for the receiving of payments for services, donations etc. (e.g. PayPal, Just Giving etc.).

m)To be responsible for ensuring the processing and keeping records of gift aid and, with the Commercial and Business Development Director and the commercial activities teams, the recovery of money from Inland Revenues received and acknowledge same.

n)To ensure proper bookkeeping of all transactions,keep accurate/timely accounts and prepare annual accounts for audit, liaising with the auditor as necessary.

o)To ensure the payment of salaries through the PAYE system and make monthly and annual returns to Inland Revenue under Real Time Information (RTI).

p)To ensure proper operation of systems for payment of invoices, pension contributions, expenses and petty cash transactions.

q)To ensure the delivery of accurate, effective and timely financial reports to the charity and trading company Boards, the Chief Executive, Directorate Team, funders and other management staff as required.

r)To service and attend meetings of the Finance Sub-committee.

s)To ensure the effective servicing of Board meetings.

t)To make the Annual Return to the Charity Commission and Companies House in liaison with Chief Executive and external financial consultant.

u)In consultation with the Chief Executive and external financial consultant, to plan the finance functions and developments, and produce a team plan that the team work to.

Office management, ICT and administration

a)To ensure effective premises management.

b)To ensure an effective, robust and secure ICT infrastructure is in place, maintained and developed to meet the current and future needs of the organisation, and that, for example the design of shared directories are logical, accessible and understood).

c)To ensure that there are effective, safe and secure systems for the storage, handling and management of information (including lead responsibility for the management of organisational databases).

d)To ensure the maintenance of the shared/network directory content, staff manual and other office administrative procedures to ensure accessible, accurate and timely information and resources.

e)To lead on the control and development of organisational policy and procedures. Ensuring all organisational policies and procedures are up-to-date and comply with current legislation and contracts, and are effectively implemented across the organisation.

f)To ensure that all premises used by the organisation in the delivery of its activities meet the needs of the organisation, are safe and secure, and that all health and safety procedures and legal obligations are fulfilled.

g)Ensuring relevant contracts and agreements are in place for all suppliers, hirers and subcontracts (including all transport providers) and that these are reviewed on a regular basis.

h)To play a leading role, working with the directorate team, to ensure strategic management and development of premises (including the configuration of office space, project-managing office moves etc.).

i)To ensure that appropriate insurance policies are in place to cover all aspects of Age UK East Sussex’s activities (including ensuring all contractual obligations are covered).

j)To work closely with the Chief Executive to develop agreed organisational Key performance Indicators,and reporton these.

k)To work closely with the Chief Executive (and Board members where appropriate) to ensure effective Governance of the organisation in particular by leading on ensuring meetings are planned and serviced, and that a register of interests and decisions are maintained.

l)To ensure effective servicing of the directorate team and Management team meetings.

m)To act as the point of contact between Age UK East Sussex and Age UK in respect of any quality management and organisational reporting requirements.

Human Resources and Volunteering

a)To work closely with the Chief Executive, directorate team and(external) employment law/HR advisors in the development and delivery of an agreed HR strategy, and in ensuring compliance to relevant legislation/regulation.

b)Work closely with the Chief Executive, Directorate and management teams to ensure the development of Age UK East Sussex’s Human Resources and volunteering management.

c)To ensure the effective maintenance and development of Human Resource Management systems for both staff and volunteers (including recruitment, contracts of employment. induction, training and development, appraisal, absence, reward, performance management and supporting people through change).

d)To ensure themaintenance and development of HR information management systems (including personnel files, records of holidays, absences etc.), and to ensure that all such records are kept in a safe and secure place.

e)To ensure the availability of timely and accurate HR Management Information for use by the Chief Executive and Directorate Team.

f)To ensure the development, update and demonstrable roll out of core organisational policies (including relevant consultation and training)

g)To line manage and support the work of Finance and Central Services staff (and volunteers as appropriate) in line with agreed policy and practice.

h)To ensure the delivery of twice-yearly staff and volunteers conferences in consultation with the directorate team.

i)To involve volunteers across the range of functions within the Finance and Central Services team.

Quality Management

a)To lead the management of quality, ensuring the successful retention of the ISO9001, Investing in Volunteers, Age UK Organisational Quality Standard and Positive about Disability quality marks.

b)To ensure quality management and continual improvement processes are embedded and actively implemented in relation to existing delivery and new developments.

c)To ensure effective internal auditing of quality management in line with the agreed ISO9001 quality management system.

d)To chair,and ensure effective servicing of, a quarterly quality management meeting.

e)To ensure that all template (standard) documents are kept up-to-date at all times and logged on the template document schedule.

f)To ensure that regular customer satisfaction surveys, for all activities are conducted across the organisation and that these are presented at the quarterly quality review meetings

g)To ensure that all external complaints are logged and acted upon according to the complaints procedure

h)To ensure that all non-conformance of services and activities (i.e. where the service/activity does not meet the standards expected), are logged together with preventative action.

Other

a)To work within the policies and procedures of Age UK East Sussex and apply consistent principles of diversity and equal opportunities throughout the work of the organisation.

b)To provide appropriate support the charity’s fundraising and the promotion of services, products and commercial activities.

c)To undertake any duties as may reasonably be required.