Finance Officer – JOB DESCRIPTION
PURPOSE OF THE JOB
To provide finance and other administrative support to the Director, Trustees and senior managers of the Centre. To manage costs and expenditures to ensure best value, and to stay within agreed budgets. To manage income streams to ensure that all money due is received, and properly accounted for, and that good investment returns are achieved on cash balances.
SPECIFIC REQUIREMENTS
1) To manage the Centre’s finances on a day-to-day basis within stipulated criteria:
i) Prepare all transactions (invoices outwards and inwards, bills, cheques, electronic payments, etc.) in accordance with agreements with funders and suppliers, and with LIC’s procedures.
ii) Ensure all disbursements have the necessary sign-offs.
iii) Effect disbursements by cheque or electronically.
iv) Visit bank to make lodgements and petty cash withdrawals.
v) Manage bank accounts to maximise interest-bearing amount on deposit.
vi) Negotiate best interest terms from bank.
vii) Chase up late payments.
viii) Enter all transactions on book-keeping system.
ix) Code transactions by project so that we can manage and report on restricted funds and associated expenditure.
x) Prepare bank reconciliations
xi) Code transactions so that VAT can be reclaimed, and effect the claim quarterly.
xii) Ensure that bank mandates, direct debit instructions, etc are accurate and up-to-date.
xiii) Process covenanted donations, and prepare tax claims to HMRC.
xiv) Maintain petty cash float and cashbooks.
xv) Prepare monthly salaries, with necessary deductions, and make payments to staff, and necessary returns re PAYE, NI, Statutory sick pay, etc.
xvi) Calculate and make monthly payments to pension provider.
xvii) Ensure the security of cash (especially where collected at external events), and other valuables.
2) To prepare regular management information showing receipts and expenditures by category in a period, and against budget.
3) To assist Director in the preparation of plans and budgets.
4) To liase with LIC’s accountants / auditors in producing statutory accounts.
5) To advise the Director on the development and implementation of efficient and effective financial accounting and management systems and procedures to best meet the needs of the LIC.
6) To ensure that all electronic financial data is backed up daily, and that all other important financial records are securely stored.
7) To assist the Director and managers in the provision of financial information to support applications for funding, or reports to funders, or in the preparation of other project reports.
8) To advise other staff and volunteers in relation to the financial aspects of their projects, and provide them with relevant financial advice and information.
9) To manage the provision of major services at best value to the LIC, e.g. gas, electricity, telephones, cleaning, security, etc., and to manage relationships with such suppliers.
10) To draft and prepare correspondence, notes, memoranda, presentations, tables and spreadsheets as required.
11) To manage files and records within Director’s office, and provide a general secretarial support: post in and out, photocopying, phone calls and messages, etc.
12) To manage office equipment (computers, photocopiers, etc.) and supplies: stationery, PCs, printers, etc.
13) To assist other staff with administrative workloads should the need arise.
OTHER REQUIREMENTS
1) To attend supervision and training as appropriate and to participate in the Performance Appraisal process.
2) To attend and contribute to team meetings.
3) Under the Health & Safety at Work Act 1974 and associated guidance, it is the duty of all staff while at work to take adequate care for the health and safety of themselves and of other persons who may be affected by their acts or omissions.
4) To implement LIC’s Equal Opportunities Policy and to ensure Equal Opportunities principles are incorporated into the planning, delivery and monitoring of services.
5) To work within all LIC’s policies and procedures, ensuring these are carried out in relation to the job.
6) All staff may be asked to undertake other duties and responsibilities appropriate to the grade as determined by their Line Manager on an occasional basis.
7) This Job Description reflects the requirements of the post at the time of writing. The needs and circumstances may change over time, and therefore the Job Description may need to be reviewed in the light of any such changes which may occur.
PERSON SPECIFICATION
Qualifications, knowledge and experience:
1) At least 2 years experience performing a range of finance functions, including budgeting, financial monitoring and reporting, payroll management, and working with external accountants and auditors.
2) Membership of AAT or equivalent accountancy qualification, or actively working towards this.
3) A sound knowledge and understanding of accounting principles and practices.
4) A knowledge and experience of Charity SORP and SOFA.
5) Knowledge and experience of using the Quickbooks accounting package.
6) A high level of computer literacy, comfortable using Microsoft Word, Excel, Powerpoint and email systems.
7) Experienced at running the financial aspects of a Charity without daily technical support or supervision.
Skills, abilities and attributes:
1) Excellent verbal and written communication skills.
2) A high level of numeracy.
3) Excellent organisational skills, including the ability to plan own work, set priorities and to meet deadlines.
4) The ability and desire to be proactive and innovative in suggesting improvements to systems and procedures.
5) Excellent attention to detail, thoroughness, diligence and perseverance.
6) The interpersonal skills to get on with a wide range of people (e.g. management, staff, trustees and clients), and to work effectively as part of a team.
Commitment:
1) Understanding of and commitment to the London Irish Centre Charity’s aims and ethos.
2) Commitment to working as part of a team to maximise the benefit of the Charity for our clients and users.
3) Commitment to upholding and carrying out LIC’s equal opportunities and other policies.
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