JOB DESCRIPTION

for

FINANCE OFFICER – income and stock

Responsible to:Director of Finance and Administration

Location:Snetterton, Norfolk

Departmental Overview

The Finance and Legacy Administration department consists of five posts.In the finance team there are two finance officer roles, Payments and Banking, Income and Stock. Close working co-operation and a good understanding of the roles of all the staff are essential. Thepost holder will be liaising with staff across the organisation – those in Head Office, those at the 4 Farms and their Visitor Centres and Field Officers based around the UK.

Aim of Job

To contribute to the smooth and efficient running of the Finance Department with particular responsibility for

  • the processing of Farm and Visitor Centre and Shop income
  • the co-ordination and control of merchandise stock at Visitor Centres and Head Office
  • the Charity’s sales ledger
  • the administration and monitoring of utilities including, but not limited to power, water, phones and motor vehicles
  • working proactively with the other Finance Officer and with Fundraising to achieve the overall goals of the Charity

Main Duties and Responsibilities

Farm income

  • Recordand monitorFarm and Visitor Centre income ensuring that till records, cash and credit card information is reconciled and accurate
  • Ensure that VAT is accounted for correctly
  • Review transactions prior to processing for unusual items and draw them to the attention of the Director of Finance
  • Work with Visitor Centre staff to ensure that processes and procedures are up to date and complied with
  • Work with the Head of IT and the Director of Finance in the monitoring and development of stock recording, shop tills and sales and relevant data recording processes
  • Assist with the banking of incoming funds

Merchandise Stock

  • Work closely with Fundraising to source, price and purchase merchandise having regard to appropriate quality and margins
  • In conjunction with the Fundraising team carry out competitor analysis to inform pricing decisions
  • Operate the stock management system
  • Arrange the distribution of stock to Visitor Centres
  • Co-ordinate stock takes at Head Office and Visitor Centres
  • Work closely with staff at Visitor Centres to monitor, review and analyse merchandise
  • Prepare reports on the merchandise operation as required from time to time
  • Assist with the fulfilment of merchandise sales as required from time to time

Sales invoicing

  • Prepare sales invoices based on information provided by others and on contracts and agreements entered into by the Charity. These will include rental income recharge of expenses, internal (staff) sales, hire of facilities and a range of other income sources
  • Maintain the sales ledger on Sage, ensuring receipt of money due and the correct billing of internal charges. Reconcile the sales ledger with Sage nominal control account and carry out the month end procedure. Resolve any queries with customers, review for old or unusual balances
  • Ensure control over the filing and archiving of all sales ledger documents
  • Ensure that VAT is accounted for correctly

Utility monitoring and administration

  • Work with the Director of Finance in recording, monitoring and control of the Charity’s facilities management including utilities and, phones
  • Monitor contracts for utilities including those for light, heat and power, comparing prices and negotiating renewals with the approval of the Director of Finance
  • Ensure that all locations have appropriate TV licenses

Other aspects of the role

  • Monitor organisation-wide compliance with those financial procedures for which the job holder is responsible, reminding staff appropriately of the need to comply and alerting the Director of Finance to instances of material or repeated non-compliance
  • Assist the Director of Finance in preparing for statutory and other auditors by providing analysis and answering queries
  • Assist the Director of Finance in preparing the annual budget as required
  • Assist the Director of Finance with contract reviews
  • Collation and checking time sheets following up errors and omissions
  • Work with Finance colleagues to ensure accurate and timely recording of all income and expenditure
  • Assist the Legacy Administration team from time to time as required
  • Carry out a variety of regular and other tasks as required by the Director of Finance
  • Maintain an up to date record of processes and procedures which enables others to carry out tasks if required
  • Working with other departments to facilitate the migration of financial information as required
  • Identify possible improvements to processes and controls and to enhance reporting of performance, and after agreeing them with the Director of Finance, work with the team and with other departments to implement those improvements

HEALTH AND SAFETY

  • To comply with the policies of World Horse Welfare to ensure that risks within the working environment are reduced as low as reasonably practicable
  • To raise any health and safety concerns with your Line Manager or the Health & Safety Officer based at Head Office

PERSON SPECIFICATION

Essential -

  • Substantial experience of Sage 200 or a comparable finance system
  • Proven experience in sales ledger
  • Proven experience in procurement
  • Sound excel skills
  • Excellent numeracy skills
  • Ability to reconcile nominal ledger accounts
  • Experience of bank reconciliations
  • Good written and verbal communications skills
  • Well-organised, conscientious, fine attention to detail, professional
  • Willingness to take responsibility, to prioritise workload and work to tight deadlines
  • Capable of working with a variety of people
  • Trustworthy and dependable
  • Willing to learn and a sense of humour
  • Computer literate in Microsoft Windows

Desirable -

  • Interest and sympathy with the aims and activities of the World Horse Welfare