WOMEN’S AID JOB DESCRIPTION
FINANCE OFFICER
MAIN PURPOSE OF POST
To assist the Finance Manager to provide the full range of financial management and information services to Women’s Aid’s Board, Management and Funders.
In particular this post is responsible for the smooth running of Women’s Aid’s day to day financial administration and information systems including liaising with Women’s Aid’s members, suppliers and customers, in accordance with the organisation’s agreed financial procedures, control systems and other relevant policies and statutory requirements.
POSITION IN ORGANISATION
Reports to: Finance Manager
DUTIES AND KEY RESPONSIBILITIES
1. FINANCIAL ADMINISTRATION
§ To assist the Finance Manager in maintaining adequate financial controls and monitoring Women’s Aid's finances.
§ To assist the Finance Manager in maintaining effective and appropriate financial systems to deliver Women’s Aid’s activities (travel claims, purchases, claims, sales, membership, orders, computerised accounting system, petty cash etc.)
§ To administer the Women’s Aid payroll and pension system.
§ To liase and communicate with Women’s Aid bankers on all relevant matters as required, including organizing foreign currency transactions etc.
§ To ensure that Gift Aid and legacy income is correctly administered and tax claims for the Inland Revenue are submitted at regular intervals.
§ To deal with queries from suppliers, Women’s Aid members and the public in relation to day to day finance transactions.
§ To maintain purchase, sales and nominal ledgers
§ To carry out regular reconciliations of bank accounts, and sales ledger, purchase ledger and funders’ control accounts
§ To maintain the Fixed Assets register.
§ To prepare regular computer backups of financial information
§ To supervise any sessional staff that are required to fulfil the above.
2. ACCOUNTS PREPARATION AND REPORTS
§ To prepare computerised accounts to trial balance, and supply such information as necessary for the preparation of end of year accounts
§ To assist the Finance Manager in planning and preparing for the annual audit and any funder or other audits.
§ To assist in the preparation of organisational and departmental budgets.
§ In conjunction with management and fundraising staff to assist in preparing budgets and financial information for grant applications and funders.
§ To assist the Finance Manager in preparing a range of financial statements and management accounts as necessary to monitor Women’s Aid finances.
3. STATUTORY RETURNS
§ To assist the Finance Manager in ensuring all statutory returns are submitted to the relevant authority, by the appropriate deadlines.
§ To prepare the annual PAYE return
§ To prepare quarterly VAT returns if required
4. GENERAL RESPONSIBILITIES
§ To maintain clear and adequate records of work done, and to produce reports on work programmes and activities as required by management.
§ To contribute to team meetings and organisational priorities, to prepare and participate in supervision and appraisal meetings.
§ To take direction on projects and priorities from your line manager, which may vary from time to time.
§ To oversee the work of volunteers or temporary support staff as required
§ To carry out word-processing, filing, and administrative tasks necessary to comply with the job description.
§ To assist in the organisation of other conferences or events organised by Women’s Aid if required
§ To abide by all organisational policies, codes of conduct and practice, and to work within a framework of equal opportunities and anti-discriminatory practice.
§ To be flexible within the broad remit of the post.
5. OTHER
§ The job description for this post will be reviewed annually to meet organisational priorities
§ Based in Bristol, this job may involve occasional travel throughout England and occasional unsociable hours.
FINANCE OFFICER: Person Specification
EXPERIENCE
Essential
§ Extensive experience of day to day financial administration including banking, payments and bank reconciliations§ Maintaining computerised double entry accounting records and running reports using Sage Line 50 or similar
§ Experience of preparing budget monitoring reports, income & expenditure projections, cash-flow projections
§ Operating payroll and pensions and keeping required records
Desirable
§ Administering online banking and computerised payroll
§ Responsibility for Sales/Purchase Ledger maintenance and credit control
§ Experience of maintaining membership financial records
§ Experience of Raisers Edge or similar fundraising record system and preparing financial reports to charitable funders
§ Preparation of accounts for audit and liaising with auditors
§ Maintenance of fixed asset register and depreciation, stock records
§ Responsibility for VAT records and quarterly returns
SKILLS & ABILITIES
Essential
§ Ability to assist in production of organisational and project budgets including overhead apportionments.
§ Ability to prepare annual returns to meet statutory requirements.
§ Ability to maintain and explain reasons for internal financial controls
§ Ability to produce financial reports to meet funding requirements
§ Ability to communicate well electronically and personally
§ Organisational, administration and filing skills and the ability to work to a high standard of accuracy and attention to detail within sometimes tight deadlines
Desirable
§ Ability to design and implement improvements to systems and processes
§ Good verbal communication and telephone skills
KNOWLEDGE
Essential
§ Good working knowledge of SAGE Accounts and SAGE Payroll (or similar) and ExcelDesirable
§ Working knowledge or good understanding of Charity Statement of Recommended Practice (SORP) especially treatment of Restricted funds.
EDUCATION/ TRAINING
Essential
§ AAT, or equivalent formal training, or by proven experience with continuous professional development.
OTHER ESSENTIAL REQUIREMENTS
§ Able to demonstrate a commitment and sensitivity to aims and objectives of Women’s Aid.
§ Commitment to anti-discriminatory practice and equal opportunities.
OTHER DESIRABLE REQUIREMENTS
§ Willingness to travel and work occasional weekends and evenings as required.
Women’s Aid Job: Finance Officer
SUMMARY OF TERMS AND CONDITIONS OF EMPLOYMENT
Terms of appointment: This is a permanent position with 3 month probation period.
This post is subject to one months’ notice on either side after the probationary period.
Salary: The salary range for this post is £25,046 - £28,249 per annum pro rata (relates to NJC Local Authority pay scale 29-33) + benefits. Salary is paid in arrears through bank credit by the 25th of each month. Part time staff receive pro-rata payment based on hours worked.
Working hours: The standard working hours for this post are negotiable between 30 to 37 hours per week (minimum 4 days a week). Location is Bristol office. Benefits include a generous bank holidays and annual leave package and contributory pension scheme.
Support and supervision: Women’s Aid has a commitment to providing regular supervision and support to staff with annual appraisals forming a key part of staff development. We have a training policy in place and encourage staff to take an active role in their career development plan.
Pension: Women’s Aid contributes 7% of salary into a pension scheme and staff pay 3% of salary into the scheme which you will be automatically enrolled into.
Annual Leave: Women’s Aid offers an annual leave entitlement of 25 days, pro rata, per year rising by one day per year until 30 days annual leave per year is reached. In addition, we offer eight days public holidays plus two additional statutory days in March and August.
Other leave: Employees have contractual rights to time off for reasons of sickness, maternity and other circumstances.
Union: You have a right to membership of a trade union. Women’s Aid recognises Unison.
Asylum and Immigration Act 1996: To comply with this Act, Women’s Aid will need to see the original of at least one document from a specified list. The list of specified documents will be sent to the first choice candidates if this Act applies to their employment with us.
Smoking at Work: The premises we operate from are non-smoking.
Further information: Additional information is available on request.
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