Job Description

Post Title:Finance Manager

Hours: 21 hours a week, subject to review

Salary:PO3 £35,053 - £37,848p.a. (Inc. ILW) pro-rata

Responsible to: Chief Executive, THCVS

Responsible for:P/T Finance officer

Work closely with: Other members of staff

Key Areas of Work:

1.To provide an effective financial management service to the charity.

2.To provide sound financial advice to trustees, Chief Executive and other colleagues.

3.To prepare, develop and analyse management accounting information.

4.To maintain financial control, reports and monitoring of THCVS’s projects finances.

5.To provide a high quality support service to line managers / officers in the organisation.

Specific duties and responsibilities

1.Financial Management Accounting

1.1In close co-operation with the Chief Executive and treasurer, ensure that an appropriate financial policy framework is in place to guide THCVS’s financial decisionmaking in line with its Financial Regulations and Procedures. In particular, clarity will be required on reserves, expense ratios, cash flow forecasts and income mix issues.

1.2Ensure the appropriateness and regular updating of the key assumptions included in THCVS’s annual budget proposals andfinancial plan. Provide advice to senior management colleagues and trustees on these matters.

1.3Ensure all THCVS financial procedures and reporting are in line with Charity Commission SORP requirements. Submit accounts to statutory authorities.

1.4Develop and maintain appropriate manual and computerised accounting records. Ensure that books and records are kept up to date and that regular and accurate reports can be produced from the accounting records.

1.5Ensure the prompt and accurate production and payment of the payroll. Ensure that all payments made by THCVS are a proper charge. Ensure that all income due to THCVS is collected on the due date, banked promptly and properly accounted for in accordance with the organisation’s Financial Regulations.

1.6Liaise with Auditors to arrange and conduct financial inspection and audit.

1.7Contribute to the preparation of the THCVS’s strategic plan. Prepare the annual budget and forecasts in collaboration with the Chief Executive and other finance staff.

1.8Advise the Chief Executive, Treasurer and other trustees on major financial issues which arise and which are outside the agreed boundaries of management authority, for example, a proposed major new fundraising initiative or a contract for service provision.

1.9Service the Trustee’s Finance Sub-Committee and provide finance updates to the Finance Sub-Committee and Board meetings.Establish a relationship with trustees so that they have an opportunity to understand fully the key financial issues confronting the charity.

1.10Maintain regular liaison with the Chief Executive, Treasurer and other finance-related staff.

1.11Work closely with the Chief Executive to ensure THCVS recovers its full costs when submitting funding applications and devising new programmes or projects that are externally funded.

1.12Work closely with the Chief Executive, Treasurer and Finance Officer as part of a mutually supportive finance team. Advise all three on the likely financial consequences of all proposed courses of action.

1.13Maintain records to meet legal and tax requirements and to measure both the inputs and the outcomes of THCVS’s operations. Provide accounting services for use by managers in planning and controlling the work of the charity; this includes financial accounting, management accounting, forecasting, and budgeting and control systems.

1.14Plan and manage THCVS’s tax liabilities as a charity under existing and proposed legislation. Evaluate the tax liability impact of contemplated courses of action, minimise the tax burden and deal with tax authorities.

1.15Together with the Finance Officer and Chief Executive prepare the statutory annual accounts.

1.16Plan and manage cash flow and any investment activity, in consultation with investment advisers, Chief Executive and the Finance Sub-Committee.

1.17Maintain appropriate contact with bankers, investment managers, pension advisers and auditors, as appropriate.

1.18Keep abreast of financial developments across the charity sector by liaising with senior finance staff in other charities and relevant bodies as appropriate.

1.19Produce monthly and quarterly management reports to senior management and Board.

1.20Ensure THCVS gets best value from external contracts and contractors and to make recommendations to the Chief Executive on the most cost effective options.

1.21Analyse variances and explore potential problems with fund managers and operators.

1.22Make appropriate recommendations and advise of the impact of actions on the business and interests of the organisation.

1.23Prepare cashflow statements, income and expenditure accounts and tax returns.

1.24Improve and update the systems surrounding all aspects of THCVS’s budget, forecasts financial business planning in consultation with the Chief Executive.

1.25Contribute to planning projects, exploring potential problems or opportunities, ensuring that resources and staff are available to execute the project.

1.26Carry out any necessary financial research, analyse it and make conclusions and recommendations based on the information.

1.27Provide financial support for fundraising tasks, funding applications and reports to funders.

2.Financial Controls

2.1Set up and maintain financial reporting, control and monitoring systems for THCVS’s projects.

2.2Manage THCVS’s online banking processes (including BACS payments) and when relevant implement best practice in online approaches.

2.3Ensure that all contractual requirements with third parties are implemented and complied with.

2.4Ensure adequate funds are available to meet liabilities as they fall due.

2.5Maximise income from cash balances and liaise with the bank.

2.6Develop an understanding of voluntary sector funding and other sources of funding to ensure maximise income generation.

3.Resources

3.1Maintain and update the fixed assets register.

3.2Working with the Chief Executive, develop and implement strategies to best utilise THCVS’s resources, including room and equipment hire and fees for services, such as training and consultancy.

3.3In consultation with the Chief Executive, ensure appropriate and adequate insurance cover for all THCVS’s property, resources and activities.

4.General

4.1Contribute to the development of THCVS as an umbrella organisation.

4.2Carry out all duties in the context of and in compliance with THCVS’s Equal Opportunities Policy.

4.3Contribute positively to team working including attending team meetings and supervisory sessions and adhere to the policies and procedures of THCVS.

4.4Comply with and contribute pro-actively to the THCVS’ Health and Safety policies and procedures.

4.5To attend and contribute positively to supervision sessions.

4.6To undertake any required training and updating of skills as necessary.

4.7Any other duties within the competence of the post-holder that may be required in line with the post and at the direction of the Chief Executive.

Person Specification

Finance Manager

Decisions in the recruitment process will be based on the following criteria.

QUALIFICATION AND EXPERIENCE

  1. Financial management qualification, preferably Consultative Committee of Accountancy Bodies (CCAB) and demonstrable financial management experience.
  2. Knowledge and practical experience of the SORP requirements and reporting.
  3. Knowledge and awareness of accounting, PAYE and VAT issues affecting the voluntary and community sector.
  4. Experience of preparing management and statutory accounts.
  5. Experience of preparing budgets and liaising with project officers
  6. An understanding of the issues involved in working in a multicultural environment and commitment to equal opportunities, both in terms of policy and practical application.
  7. Experience of budget control and project / resource management using QuickBooks.
  8. At least 3 years experience of working in the voluntary and community sector and or similar roles in the public or private sectors.
  9. Experience of servicing & working to a management board or sub-committees.
  10. Experience of preparing funding applications.

KNOWLEDGE

  1. Current knowledge of the voluntary sector and voluntary sector concerns, in particular, an understanding of the situation of smaller voluntary sector organisations.
  1. Knowledge of current and impending Charities, Employment, Health & Safety and Equalities legislation.

SKILLS & ABILITIES

  1. Proficiency in the use of QuickBooksAccounting Programme.
  1. Ability to analyse and interpret financial information.
  1. The ability to work in and motivate a team.
  1. A high degree of communication skills particularly attuned to working well with non-finance professionals and volunteers. Providing accurate and timely financial information to a high standard in accessible formats.
  1. Ability to write clear English suitable for reports to funders and internal reports or briefings to the Board and staff.
  1. Demonstrable experience of financial planning, budgeting, forecasting & reporting.

VALUING DIVERSITY

  1. Experience and understanding of the cultures and of working constructively with a range of statutory partners, the private sector and the Third Sector– including small community groups - and of developing positive working relationships with a diverse range of individuals and groups
  1. Proven and demonstrable commitment to the principles and practice of equal opportunities in employment and service delivery.

OTHER

  1. Willingness to work flexibly, including evenings and weekends as required.

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THCVS JD Finance Manger 2012