The Royal Scottish Dance Society

The Royal Scottish Dance Society

Finance and Office Manager

Application Pack

ADVERT:

Finance and Office Manager

Full -time (36 hours per week)

Based in Edinburgh

£23,000 starting point, to £25,000

With over 13,000 members, 150 branches and 320 affiliate groups, RSCDS is a vibrant and active world-wide network with a small administrative team at its office in Edinburgh. Branches and Affiliated Groups are the “grass roots” autonomous organisations that run classes, provide training and host social events at a local level in their own areas. The Society exists to work with branches to promote and develop Scottish country dancing worldwide for the benefit of present and future generations.

RSCDS is seeking to recruit an experienced Finance and Officer Manager to take responsibility for the day-to-day management of our finances and thecoordination of membership administration and records.

Closing date: Wednesday7th October at 5pm UK time

Interviews to be held on 14 October in Edinburgh.

Visit and download further details and an application form there.

NOTE: CVs will not be accepted.

RSCDS welcomes applications from all sections of the community, including from people with disabilities and people from black and minority ethnic communities.

Please see overleaf for Job Description, Person Specification and Application Pack.

The Royal Scottish Dance Society is a Scottish charitable Company Limited by Guarantee

Charity No. SC 016085

Company No. SC 480530

JOB DESCRIPTION AND PERSON SPECIFICATION

Post:Finance and Office Manager (Full-time 36 hours per week)

Salary: £23,000 - £25,000

Accountable to: RSCDS Executive Officer

(the post holder will work closely on a day-to-day basis with the Finance and Administrative Assistant)

Main Role and Responsibilities:

The post holder will be responsible for ensuring the timely and accurate maintenance and coordination of the financial records, accounting procedures and production of financial reports as well as the administration of the membership records and finances. This role will also include oversight of stock management and office administration and liaison with external agencies such as the accountants, auditors, bank and reporting to OSCR and Companies House.

Background Information

The Society was founded in 1923 and received “Royal” status in 1951. More than 13,000 members worldwide are organized in autonomous local branches. The Society is governed by an elected Board, supported by three Committees. Day to day management of the organization is delegated to the Executive Officer, who heads up a small team of 7 staff, who are based in the office in Edinburgh.

The Society exists to promote and develop Scottish country dancing (SCD) both in Scotland and worldwide for the benefit of present and future generations, and aims to achieve its objectives by:

• Promoting and encouraging SCD for all ages and abilities;
• Providing technical support to SCD by maintaining high standards of teaching, training musicians and publishing explanatory documentation; and
• Supporting and widening the network of RSCDS Branches & other SCD groups.

The Society runs three residential events each year for the benefit of members and the general public, providing opportunities to learn and enjoy SCD and/or undertake teacher and examiner training. Throughout the year, local Branches provide classes, run dances and demonstrate SCD at local festivals and events. Traditional music is supported through musician training and sponsorship. Publications and recordings are produced and sold on-line. The Society archive comprises a rich and varied collection of materials and memorabilia, which together provide information and insight to the development of the Society and the history of country dance.

Job Description

1Financial management, record keeping and reporting

Using Sage Line 50 and Kashflow, carry out accounting procedures including:

Production, tracking and recording of payments of all RSCDS invoices

Payment of supplier invoices and recording of this

Import and management of shop sales data

Bank account monitoring and reconciliation against Sage records

Cash flow management

Management and reconciliation of petty cash

Preparation of monthly journal entries

Management of internal funds for scholarships and other activities

Provision of information to and liaison with external accountant for production of quarterly Management Accounts and other matters

Contribute to the production of annual budgets and end of year Report and Annual Accounts

Allocate and supervise book-keeping tasks carried out by the Finance and Office Administrator, and provide training in procedures or systems as required

Extract and provide relevant reports to Board and Committee members as requested

Liaise with the bank regarding signatories and related administration

Liaise with external audit staff during the physical year-end audit

Fulfil annual reporting returns to OSCR and Companies House.

2Membership and Database administration, including

Track and record member subscriptions, renewals and membership cards as appropriate

Oversee the membership renewals for HQ and Affiliate Membership and the updating and maintenance of the relatedDatabase

3Stock management

Oversee annual stock take

Ensure new stock items and stock adjustments are made in Sage as required

Produce stock lists for stocktaking and other purposes as required

Oversee the stock management and financial records of goods sold at RSCDS events

4Office Administration

Oversee maintenance of Office Policy and Procedures Manual

Maintain Personnel/HR Manual and Systems

Maintain Health and Safety Manual and Systems

Oversee stock and equipment maintenance and service contracts

5General

Being a small administrative office, the culture is one of mutual co-operation and support and, when necessary, all staff are expected to:

 deal with customer orders/ event bookings by phone, fax, mail and in person, including

Processing cash and credit card payments

Inputting customer orders using Sage and produce invoices

Collating and packing orders for dispatch

Carry out all filing relating to own area of responsibility

Assist with production and collation of mailings to Branches and others

Deal with phone calls, emails and visitors in a courteous and professional manner

Attend Annual Conference Weekend/AGM and other RSCDS events as required

Carry out any other duties /activities as appropriate and agreed with the Executive Officer

Person Specification

Essential / Helpful

• Accounting qualification to HND level or demonstrable equivalent experience and knowledge
• Book-keeping /accounting experience of taking accounts to Trial Balance stage
• Minimum 3 years office management experience
• Database experience, with good attention to detail and high levels of accuracy
• In depth knowledge of Sage Line 50 or equivalent and of Microsoft Office including Excel and Word
• Knowledge of accounting principles and practice standards
• Excellent interpersonal skills
• Excellent communication skills, both written and oral
• Ability to prioritise and manage own workload, highly organised
• Ability to work under pressure and meet deadlines
• Ability to work well in a small team, be flexible and willing to contribute to all areas of work if required
• Ability to be discreet and observe confidentiality in a small office

/

• Experience of using Kashflow
• Experience of working in the charitable sector
• Experience of working with volunteers
• Understanding of the legal, statutory and accounting frameworks as apply in the charity sector in Scotland
• Experience of working in a company limited by guarantee (continued …)

Please complete the job application form on the following pages and forward it

by e-mail (preferable) to:

Or via post to: RSCDS, 12 Coates Crescent,Edinburgh, EH3 7AF

CVs will not be accepted.

The Royal Scottish Country Dance Society

Application for Employment

Post applied for:Finance and Office Manager (full time, 36 hours)

Closing date:Wednesday 7thOctober5pm UK time

Name:

Address:

Email:

Evening telephone:

Day telephone:

May we contact you during the day? please selectYesNo

Where did you see this post advertised?

PERSONAL DETAILS

PRESENT OR MOST RECENT EMPLOYMENT

Job title:Salary:

Name of Employer:

Address of Employer:

Start date:End date (if not currently employed):

Please describe your main duties and responsibilities in this post:

EMPLOYMENT HISTORY (including any voluntary work)

Employer name and address / Job Title and
Start & Finish dates / Main duties and responsibilities

FORMAL EDUCATION

Qualifications / Grades / University / College / School / Dates

OTHER RELEVANT TRAINING

Course / Subject / Training Provider / Length of Course / Date

ADDITIONAL INFORMATION

Please explain how your experience, skills and achievements meet the job description and person specification for this post. Use a maximum of 1 additional continuation sheet if necessary.

REFEREES

Please provide details of two referees. One of these must be your present or most recent employer. We will not contact referees without your prior permission.

REFEREE 1

Name:

Position:Relationship to you:

Address:

Email:

Telephone:

REFEREE 2

Name:

Position:Relationship to you:

Address:

Email:

Telephone:

Are you free from immigration control and able to remain and work indefinitely in the UK?

Yes / No

If No, please specify your current immigration status, visa and end date.

DECLARATION

I certify that the information provided on this form and in any attachments is correct and understand that any misrepresentation or omission may result in cancellation of any contractual agreement or, if appointed may render me liable to disciplinary action, including dismissal. I understand that the information I have given may be storied in manual and electronic files and is subject to the provision of the Data Protection Act 1998. I agree to information provided on this form being used by the Royal Scottish Country Dance Society in accordance with that Act.

Signature*:

Date:

*If you are returning this form by email, this section will be signed in the event of your being called for an interview.

Please return this form by7thOctober 2015 by 5pm UK timeby email (preferable) to or by post to: RSCDS, 12 Coates Crescent, Edinburgh EH3 7AF

Please look at the confidential Monitoring form on the next page – we would be grateful if you could fill it in, but it is entirely voluntary and not an essential part of your application. It will be separated from your application and will not form part of the recruitment process.

RSCDS Equal Opportunities Monitoring Form

Completion of this form is voluntary. We wish to ensure that as wide a range of people as possible apply for vacancies within RSCDS. This monitoring form will help us to identify any groups of people that are under-represented and give us an idea of where further promotion of our vacancies may be needed. Forms are confidential and will be separated from your application form. Completion of each section is voluntary.

Your name
Job applied for / Finance and Office Manager
Section 1: Gender – are you / Female / Male
Transgender / Other

Section 2: Age

What was your age on your last birthday?

Section 3: Disability

Do you have a disability/impairment as defined under the Disability Discrimination Act which defines disability as: someone who has a physical or mental impairment that has a substantial and long-term adverse effect on his or her ability to carry out normal day-to-day activities?

No disability or impairment / A sensory impairment / A learning disability
A physical impairment / A mental health condition / Any other disability or impairment

Section 4: Ethnicity

Please indicate how you would describe yourself (your ethnicity)

 White Scottish  Asian Chinese  Black Caribbean

 White English  Asian Indian  Black African

 White Welsh  Asian Pakistani Black Other

 White Other  Asian Bangladeshi  Mixed Background

 Gypsy/Traveller  Asian Other  Other Ethnic Background

Section 5: Sexual Orientation – which best describes your sexuality

HeterosexualLesbian/Gay

Bisexual Other

Section 6: Religion

How do you describe yourself with regard toholding or not holding areligious or philosophical belief? (Tick as many boxes as appropriate)

 Agnostic

 Atheist

 Buddhist

 Christian

 Hindu

 Humanist

 Jewish

 Muslim

 Sikh

 I have religious or philosophical beliefs, but I do not follow a particular religion or belief

system

 I do not have any religious or philosophical beliefs

 Other (Please specify)…………………………………………………………………………

 Prefer not to say

How did you find out about this vacancy? If you saw an advert, where did you see it?