Job Description – Assistant Accountant28 November 2018

JOB DESCRIPTION

Job Title:ASSISTANT ACCOUNTANTDate of Analysis:November 2015

Location:Salesian Provincial Office, Bolton Reports to:Finance Manager

Other regular relationships:

Provincial Economer

Finance Assistant

Provincial Office Administrator

Province Accountant

Salesian Community

Overall Purpose of Job:

  • To assist and work alongside the Finance Manager providing and developing efficient financial management services and support to the registered charity the Salesians of Don Bosco UK, including working towards the introduction of new computerised accounting systems.
  • To ensure and promote good practice and financial compliance at the central Provincial Office in Bolton and through appropriate support and oversight at the various locations and works of the charity.
  • To support the ethos and charitable work of the Salesians of Don Bosco.

Key Responsibilities:

To work with the Finance Manager to manage all aspects of the charity’s financial systems and procedures,and related matters,including:

  1. Keeping detailed, accurate and comprehensive province charity accounts as required for internal monitoring and management purposes and external compliance and reporting (e.g. SORP).
  2. Preparing the Province’s annual budget.
  3. Overseeing and ensuring the introduction of appropriate computerised accounting systems at the Provincial Office and across the Province.
  4. Regular liaison with the charity’s auditors and accountants as required.
  5. Administering the Salesian Trustees’ detailed relationships, accounts and international transfers with the Royal Bank of Scotland (RBS), and dealings with other financial institutions.
  6. Providing financial advice, support and guidance to communities, community bursars, Salesian works and employees managing budgets within the Province, including regular on site visits as needed.
  7. Managing VAT records, submissions and claims.
  8. Managing Gift Aid: maintaining the Gift Aid data base, acknowledging donations, processing HMRC claims and answering queries.
  9. Managing all communications with HMRC in respect of Gift Aid claims and all other tax reclaims.
  10. Responding to and processing as necessary monies received through the use by others of website and other electronic and mobile phone donation schemes.
  11. Processing payments and invoices.
  12. Ensuring the monthly completion of cash books and bank reconciliations.
  13. Providing financial reports as required including management reports to Trustees and their advisers.
  14. Handling administrative matters relating to the Trustees’ investment portfolios and communications with the Trustees’ investment Managers.
  15. Managing all dealings with the payroll bureau for staff salaries, PAYE and related pension matters.
  16. Administering all employer responsibilities in relation to statutory pension requirements for all province employees and for the Salesian Group Personal, Pension Plan.
  17. Managing all dealings with the Department for Work and Pensions and other agencies to ensure full payment of Salesians’ state and occupational pensions.
  18. Dealings with nursing homes and with Local Authorities over support payments for nursing care for sick or infirm Salesians.
  19. Assisting with the preparation and presentation of the new editions of the Charity’s Administration Manual.
  20. Responding to telephone inquiries and general correspondence via standard mail, fax, telephone, or email as required.
  21. Assisting in the maintenance of adequate provisions, supplies and equipment for the Provincial Office.
  22. Assisting in the maintenance of general office filing systems and other routine clerical tasks as needed.
  23. Complying with safe working practices and health and safety standards in accordance with province policies and risk assessments.
  24. Undertaking such other duties, commensurate with this post as may reasonably be required by the line manager.

This is a description of the job as it is at present, and is current at date of issue. The job description will be renewed and updated as necessary to ensure that appropriate revisions are incorporated, and that it relates to the job to be performed. This process is conducted jointly with the Line Manager. Employees are expected to participate fully in the review and, following discussion to update the job description as is considered necessary or desirable. It is the Charity’s aim to reach agreement on reasonable changes. However, if such agreement is not forthcoming, Management reserves the right to insist on reasonable changes after consultation with the employee/s.

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