Job Description

Finance Assistant (Community Foundation )

Job Title:
Finance Assistant (Community) / Department/Unit:
Ospreys in the Community
Current Position Holder:
NA / Reports to:
Head of Community
Date Completed:
July 2017 / Employment Status:
Permanent – 5 days per week

PURPOSE OF THE POSITION:

To carry out the processing of financial accounting information for Ospreys in the Community Limitedas set out by the Company in order to meet reporting deadlines to enable the Companies to manage its businesses in a pro-active manner.

KEY RESULT AREAS:

Expected Performance Outcomes:
Fixed Assets /
  • Maintain the Company’s fixed asset schedule and ensure it is accurate and that the correct depreciation policy is being applied.
  • Ensure all items reconcile to the Company’s nominal ledgers.

Sales Ledger /
  • Oversee all aspects of the Company’s Sales ledger system including;-
i) Review all sales orders passed over by the Company’s
ii) Issuing and reissuing invoices as well as issuing credit notes where required.
iii) Ensuring all invoices are paid on time as per the agreed payment terms with customers
iv) Allocating payments on to the ledger
v) Investigating and resolving queries relating to sales orders and/or non payment of invoices
vi) Produce a monthly report of outstanding invoices
vii) Ensuring all items reconcile the Company’s nominal ledger
  • Attend or set up any required meetings to discuss the company’s Sales ledger as required
  • Any other activity to ensure that the company’s sales ledger is run in the best professional manner

Purchase Ledger /
  • Oversee all aspects of the Company’s Purchase Ledger including:-
i) Running the Company’s purchase order systems to ensure all purchase invoices comply with statutory regulations and have the relevant authorisation and budget codes.
ii) Report immediately any purchase invoices that have not been approved and investigate the reason for non approval.
iii) Produce a monthly report of outstanding invoices
vi) Propose monthly payment schedules of suppliers ready for authorisation.
vii) Ensure all items reconcile to the Company’s nominal ledgers
  • Attend or set up any required meetings to discuss the company’s purchase ledger as required
  • Any other activity to ensure that the Company’spurchase ledger is run in the best professional manner

Bank Accounts /
  • Maintain cashbooks and ensure processing is reconciled to bank statements on a weekly/daily basis.
  • Ensure all items reconcile to the Company’s nominal ledgers.
  • Assist in the planning of the Company’s cash flow by ensuring that the Finance Manager is made aware of immediate and forecast purchase.

Cash flow /
  • Preparation and maintaining the company’s cash flow projection on a weekly / daily basis with commentary to assist in forecasting requirements.
  • Attend or set up any required meetings to discuss the company’s cash flow ledger as required
  • Assist in the planning of the Company cash flow by ensuring that the Finance Manager is made aware of cash related issues.

Payroll, Pension and Insurance /
  • All aspects of the Company’s Payroll, Pension & Insurance system including;-
i) Process all new starters and leavers
ii) Process all paperwork associated with employment changes and variations to contracts
iii) Process and submit monthly payroll including statutory monthly/year end returns, P11d’s/P45’s/P46’s and P60’s
iv) Responsible for creating, maintaining and updating all payroll, Pension and Player Insurance processes
v) Maintain and update static payroll, Pension and Insurance as per the company’s requirements
vi) Liaise with Revenue and Customs as required.
  • Attend or set up any required meetings to discuss the company’s
Payroll, Pension and Insurance as required
  • Any other activity to ensure that the Company’s payroll, Pension and Insurance is run in the best professional manner

Grants /
  • Assist in the financialaspects of all application of grant recording andclaim process
  • Maintain details files in relation to all key audit and statutory requirements.
  • Assist in the collection and recording of HMRC available tax incentives.

Employment Contracts /
  • Assist in the preparation of any employment contract for the company as requested/authorised

Management Accounts /
  • Prepare monthly management schedules and reconcile to the nominal Ledger to enable the accurate production of the month end management accounts.
  • Prepare Assist in the preparation of the other areas of the management accounts including any budgeting/forecasting, as required.
  • Assist with the audit preparations work to allow for timely completion of the annual financial statements

Statutory Duties /
  • Assist in all the company’s Statutory duties as required by the Foundation Manager

Working Relationships /
  • Establish and maintain effective relationships with Directors, team management and corporate staff, external agencies and stakeholders.
  • Contribute to operational plans and budgets.

Other /
  • Undertake other duties as required to meet team or organisation objectives.

REPORTING RELATIONSHIPS:

This job’s immediate manager reports to:Foundation Manager

RELATIONSHIPS/INTERACTIONS:

External / Internal
Supporters
Suppliers
Sponsors
Stakeholders
Professional Agencies / Board of Trustees
Management Team
Employees

Person Profile

COMPETENCIES/ATTRIBUTES:

  • Strong team player.
  • Excellent / accurate processing skills.
  • Works hard but can enjoy herself and celebrate success.
  • Willingness to take ownership and be held accountable.
  • Ability to work with a diverse team and build successful working relationships.
  • Displays sound business judgment and decision making capability.
  • Willing and able to work outside of normal working hours.
  • Strong empathy for rugby.
  • Excellent planning and organisational skills.
  • Excellent communication skills.
  • Management of self.
  • Good understanding of relationships required with other external providers to the business.
  • Competitive edge - ‘excellence without compromise’.
  • Ability to be discreet with confidential information.