Title:Head of Finance and Membership

Job Description

Reports to: Chief Executive

Department:Finance & Membership - Senior Management Team Member

Responsible for:Finance and Membership Co-ordinator

Based:FOM HQ (from mid 2017, Greenwich)

Main Purpose

1.Finance:

to ensure that proper financial procedures are maintained and followed, working to high standards of accounting practice;
to provide timely and accurate financial information to the Chief Executive,Senior Management Team, Treasurer and Board;
to ensure that all legal – including Charity Commission and HMRC – requirements are complied with;
to be responsible for external finance work as needed.

2.Membership:

to ensure all membership procedures and processes are in place and are implemented and regularly reviewed;
to ensure enquiries from members and potential members are responded to an followed-up effectively;
to propose and implement improvements to membership services;
to ensure that the membership database is developed, maintained and used effectively.

3.IT, including systems development and maintenance.

4.Other responsibilities (see below).

Job Details

1.1To ensure that proper financial procedures are maintained and followed, working to high standards of accounting practice

Ensure the processing of all supplier payments and invoices in an efficient and timely manner
Ensure the income and expenditure on examinations, conferences and other Faculty business and events are properly processed
Liaise with Faculty’s payroll suppliers in respect of staff salaries and annual PAYE returns
Ensure all balance sheets and control accounts are reconciled on a quarterly basis.
Establish appropriate systems to minimise risks of theft and fraud
Ensure all aspects of the organisations are properly insured.
Ensure adequate cash flow
Administer the FOM workplace pension scheme, staff season ticket loans and all other employee benefit schemes such as child care vouchers, eye care vouchers and the cycle to work scheme.
Advise on the management of funds to maximise capital
Advise on the annual setting of subscriptions, ensuring the creation and despatching of invoices and ensure timely receipt of all payments
Liaise with external suppliers and with external organisations with regard to grants, contracts and sponsorship
Liaise with banks and holders of investments
Liaise with other staff as appropriate on financial matters
Ensure timely despatch and invoicing for sales of publications

1.2To provide timely and accurate financial information to the Chief Executive, SMT, Treasurer and Board

In conjunction with Chief Executive, prepare the annual budget
Prepare monthly and quarterly accounts, reports, variance analyses and forecasts
Prepare cash flow forecasts as required
Prepare annual accounts, liaising with the Chief Executive, Treasurer and Auditor

1.3To ensure compliance with all relevant authorities

Prepare and submit quarterly VAT returns
Ensure the Faculty complies with all SORP requirements
Liaise with auditors and act on their advice
Ensure finance records are kept, archived and destroyed in accordance with legal requirements and Faculty policies

1.4To be responsible for external finance work as needed

Oversee the finances of relevant external or joint projects
Manage on request the finances of third parties such as the Council for Work and Health

Membership
To oversee all aspects of membership management, ensuring all membership procedures are properly carried out and recorded

Responsibility for the CRM system, its effective developmentand ongoing use, ensuring all data is maintained and protected to a high standard and in line with the Data Protection Act
Liaising closely with education and CPD staff re membership aspects of their work

2.2To propose and implement improvements to membership services

2.3To ensure that the database is kept updated and used to best advantage

Advise and liaise with staff on the database, ensuring its best use
Support the reporting systems of the database
Update database as appropriate, with an awareness of the need and potential for interaction of the database with the website and other software (e.g. online CPD)
Manage staff training for the database
Ensure database is kept up-to-date and advise on good practice within the Faculty
Ensure regular reconciliations with publisher list for journal

3.IT, including systems development and maintenance

To take responsibility for ensuring that the Faculty’s IT systems and computers are maintained; liaise with the external IT support company as needed

4.Other responsibilities

4.1To lead on special projects in agreement with the CEO

4.2To be a proactive member of the SMT, working with the CEO and colleagues to deliver the strategic aims and grow the FOM business

4.3To manage departmental colleagues effectively and take part in regular team and staff meetings, one to ones and appraisals

Person Specification

Essential Skills and Qualifications

Full or part-qualified accountant - CCAB, ACCA, CIMA (an individual QBE would also be considered)
At least five years’ experience in all book-keeping and accounting duties, from trial balance to production of management and statutory accounts
Ability to manage year-end processes and work effectively with auditors
Excellent knowledge of Sage Line 50 or equivalent
Excellent knowledge of Excel
Experience of database management
Management level experience
Ability to inspire confidence in colleagues and senior members of the FOM
Excellent written and verbal communication skills
Team working abilities
Ability to operate at both a high level and to undertake routine tasks
Excellent time-management skills
Good presentation skills
Ability to explain financial issues to non-finance colleagues and trustees

Desirable Skills

Experience of working in the not-for-profit sector
Experience of membership / professional bodies
Experience of successful project management
Experience of managing key area of business within an organisation
Experience of in-sourcing (bringing contracted-out, stand alone business in-house)