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June 2013

Dear Applicant

Finance Officer Sussex Archaeological Society

Thank you for requesting the information pack for the position of Finance Officerwithin the Sussex Archaeological Society. The pack contains a range of information which is detailed below.

More general information is available on our website – .

The job description provides an overarching view of the higher level accountabilities of the post.

The person specification gives the details of the skills, abilities, qualifications, experience and aptitudes which are required to undertake the post.

The scope of the post is clearly set out in the introductory information of the document.

In responding to the details please remember to demonstrate how you meet the requirements set out in the person specification. It is also important to refer to the key responsibilities as these are the areas which the successful applicant will address when they take up the position.

Good luck with your application – note the deadline of 12th July when completed application forms have to be returned by. If you would like an informal discussion prior to applying please contact Tristan Bareham CEO SAS

Yours faithfully

Tristan Bareham

CEO

Contents of Information Pack for Finance Officer – Sussex Archaeological Society

(these can all be downloadedat

  1. Summary Job Details (this document)
  2. Summary Terms and Conditions (this document)
  3. Person Specification (this document)
  4. Details of all our properties open to the public can be viewed on

Finance Officer

Job Details

Sussex Archaeological Society

About us

The Sussex Archaeological Society is a registered charity whose aim is: “to promote, encourage and foster the study of archaeology and history in all their branches with special reference to the counties of East and West Sussex “. The Society is also a company limited by guarantee. Today, it is one of the largest County historical and archaeological organisations in the UK with over 100 staff, over 2,000 members and many volunteers and helpers. It opens 6 historic properties and museums to the public, runs a very wide-ranging educational service, has a nationaliy respected publishing tradition and supports a diverse range of walks, talks, conferences and related activities. The Society also encompasses a commercial trading arm whose activities include retail activities, weddings and functions. The Society is overseen by a board of trustees. The staff of the Society is led by a Chief Executive and the senior management team, including the Finance Officer.

About the role

The role of Finance Officeris highly significant in terms of the future professional management and development of the organisation. It is an interesting and challenging role which requires a technically capable finance professional who will demonstrate dedication, entrepreneurial thinking, and strong overall management capabilities. The role requires substantial strategic skills, excellent personnel skills, a very strong understanding of finances and accounts in the charity sector. The postholder will not only oversee the day to day running of the accounting and finance functions of the Society they will also help drive the business forwards. The post holder will work with small highly dedicated finance team at our headquarters – Bull House; they will also have frequent contact with our book keepers on our main sites, our property managers and other heads of service who manage budgets. The post holder is also the main contact point between the Society and the various statutory and regulatory bodies such as HMRC, Companies house, our bankers, stockbrokers, insurers, grantors and other related entities and individuals. The post holder also plays a key role in the provision of financial performance data for our trustees and other professionals who support our committees and governance structures. Like other similar bodies the Society operates in a very challenging business environment. We receive no form of subsidy from any statutory bodies and we are required to run our income generating services in a way which ensures we remain sustainable from a business perspective. The role of Finance Officer is key in achieving this requirement. The post holder will need to ensure that best value is achieved in all of our activities, that we apply scrutiny and control in all of our activities. The role will help contribute to our existing programme of cost control scrutiny as well as identifying areas of future business development. The key responsibilities of the role are set out in the Job Description.

About you

You need to be able to demonstrate how you have successfully overseen accounting and financial systems and procedures in a comparable context. You will be able to demonstrate your technical capabilities as well as well having first rate communication skills required in order to liaise effectively with a wide range of external organisations and internal colleagues. You will be able to ensure the efficient delivery of ongoing services as well as responding to unanticipated demands. You will be able to provide clear written and face to face advice to a range of users from those with high level understanding of financial matters through to those with limited financial backgrounds. You will be a good team player who is able to work effectively ina small team in busy and occasionally demanding environment.

Applications
The Closing Date for applications for the post is 12th July and initial interviews will be held during the week commencing 22nd July 2013.

Interested applicants should request a full information pack and application form from Debbie Matthews, Sussex Past, Bull House, 92 High Street, Lewes, East Sussex BN7 1XH. Telephone 01273 486260. Email:

FinanceOfficer-Sussex Archaeological Society–Summary Terms and Conditions of employment

Salary: £ 32 000fte per annum. Post is for 30 hours per week – salary is pro rata based on these hours.

Location: Bull House, Lewes

Working pattern: 30 hours per week. Days worked will be agreed with the successful applicant. Time off in lieu will be given when extra hours are worked.

Holidays: 22 days pro rata contractual leave plus bank / public holidays.

Pension: Group Personal Pension Plan which is a joint contributory scheme.

Probationary period: 3 months

Notice Requirement: 1 month during probationary period, thereafter 3 months.

Position is offered initially on a one year basis. Th position may be established on a permanent basis after this point.

Travel expenses: Mileage reimbursed at 40p / mile.

Finance Officer – Sussex Archaeological Society

Job Description

JOB TITLE: / Finance Officer
LOCATION: / Bull House
PAY. / £ 32 000 FTE – post offered on a PT basis pro rata basis – 30 hrs per wk
RESPONSIBLE TO: / The Chief Executive Officer, Sussex Archaeological Society
RESPONSIBLE FOR: / Book keeper and admin support staff
MAIN PURPOSE OF THE JOB: / To be responsible for the effective management of the accounting functions of the Sussex Archaeological Society and the related financial systems and procedures.

Key Accountabilities

Responsible for the accounts including:

Overall functioning of accounting systems and procedures across Society, ensuring that systems are robust and synchronised in terms of branch and central accounting to meet the reporting and accounting requirements of the Society.

Responsible for audit preparation including:

Ensuring that the accounting records are clear, transparent and provide a proper record of the Society’s finances.

Ensuring that all the auditing schedules are prepared in a timely fashion and in accordance with the auditor’s requirements in advance of the audit.

Responsible for cash flow including:

Projection of cash flow requirements - providing up to date information to CEO and trustees and ensuring that sufficient cash at appropriate time for the Society to fund its financial obligations viz supplier payments, staff salaries, HMRC, pension providers etc.

Associated tasks - will involve:

  • drawing down from Investments in a timely manner
  • aged debtor analysis and chasing debtors via email, with statements and via telephone calls on a monthly basis.
  • May involve occasional use of small claims court, county court

Responsible for grants, including:

Checking Grant applications to ensure that they are viable both in terms of projected finances and from staffing perspective.

Ensuring that grant draw-downs are made in a timely fashion to meet the requirements of the grantor.

Ensuring project evidence is submitted to funding bodies by managers responsible for project delivery.

Maintenance of database of funded projects.

Responsible for budgetary information, including

Ensuring that annual budget are appropriately analysed down to provide monthly figures.

Provision of monthly budget variance reporting to CEO / trustees

Working with the CEO and senior staff to produce the Society’s annual budget

Responsible for management of Vat processes, including:

Ensuring that the quarterly Vat return is made in a timely manner and that there are sufficient funds to pay the VAT as required.

Carrying out quarterly Capital Goods Scheme analysis as part of the Vat return.

Liaising with Vat Officers re Capital Gods Scheme and regarding other Vat queries as necessary

Responsible for stocktaking, including:

Ensuring that the annual stocktaking is carried out at the required point in the Society’s shops and catering establishments.

Overseeing periodic stocktaking as required.

Responsible for management of the Society’s insurance cover, including:

Ensuring that the Society’s buildings, contents and activities have the correct level of insurance cover.

Liaison with insurers regarding insurance claims

Responsible for the payroll functions of the Society, including:

The preparation and processing of the monthly payroll.

To provide all information to HMRC as required.

Liaison with pension providers

Miscellaneous responsibilities, including:

Charity Commission returns

Companies House Returns

Rents – ensuring tenancy agreements are updatedas required and rents collected.

Licenses- central oversight for weddings and premises licenses.

Oversight for any lease commitments.

Best value – oversight of central purchasing or negotiation of contracts for utilities and telephones.

Support Sussex Archaeological Society Health and Safety requirements

Ensure trustee records and information needs are supported.

Organisational support

To be part of the senior staff team within the Sussex Archaeological Society and to help develop the sustainability and strategic direction of the wider organisation

This job description sets out the accountabilities of the post at the time when it was drawn up. Such accountabilities may vary from time to time without changing the general character of the accountabilities or the level of responsibility entailed. Such variations are a common occurrence and cannot of themselves justify a reconsideration of the grading or pay of the post.

Person Specification– Finance Officer – Sussex Archaeological Society.

Essential Criteria / Desirable Criteria / Method of Assessment/
Source of Information
Key Skills & Abilities /
  • Excellent accounting and financial skills.
  • Ability to produce reports for senior management and board level review and analysis.
  • Strong analytical and research skills
  • High level of attention to detail & accuracy
  • Excellent numeracy and literacy skills
  • Strong ICT skills
  • Ability to use own initiative
  • Ability to organise and prioritise own work to meet tight deadlines
  • Ability to liaise effectively with colleagues
  • Excellent interpersonal and public relations skills
  • Problem solving skills
  • Good design skills
  • Management skills
  • Excellent strategic thinker
  • Budget management skills
  • Excellent decision making skills.
/
  • Application, assessment and Interview

Education &
Qualifications /
  • Degree or equivalent qualification
  • Full driving licence
/
  • AAT,ACA,ACCA/ CIMA strongly desirable

Knowledge /
  • Detailed knowledge of SAGE and online banking systems
  • Detailed knowledge and experience in using Excel
  • Payroll processes
  • Vat procedures
  • Management of grants
/
  • Knowledge of retail and catering sectors
  • Personnel
  • Charitable sector
  • Fundraising
  • Property management
  • Contract negotiation
  • Pensions
  • Rental and tenancy agreements
  • Health and Safety
/
  • Application, assessment and interview

Experience /
  • Charity and or company financial systems and procedures
  • Budget preparation
  • Audit preparation
  • Stocktaking
  • Insurance
  • Provision of information to HMRC
  • Network and partnership management.
/
  • Business Management
  • Experience in fundraising
  • Gift Aid
  • Recruitment
  • Charitable sector – strongly desirable
  • Support for board
/
  • Application, assessment and interview

Personal Attributes /
  • Self-motivated with the ability to enthuse and motivate others.
  • Starter/completer.
  • Customer orientated approach to work
  • A commitment to personal development and training
  • A commitment to equal opportunities and anti-discriminatory practice
  • Show tact, diplomacy and empathy
  • Flexible approach
/
  • Application, assessment and interview

Other /
  • Willing and able to work occasional long days
/ Interview

TB 10/04/13