NOTTINGHAM PLAYHOUSE TRUST LTD
FINANCE MANAGER
JOB DESCRIPTION
Responsible to: Head of Finance Operations
Responsible for: Senior Finance Officer, Finance Officer, p/t Wages Administrator
Purpose of post: The post of Finance Manager is a key post in the day to day running of Nottingham Playhouse, responsible for the smooth running of the financial systems of Nottingham Playhouse, providing accurate and timely management accounts and other financial information. The Finance Manager is responsible for maintaining robust and effective financial systems across all areas of activity.
MAIN TASKS & RESPONSIBILITIES
Systems & Procedures
· To manage the Playhouse's day to day financial systems, procedures and controls in order to ensure production of timely and accurate financial accounts and other information using Sage Line 200, Excel and other software as appropriate.
· To oversee the evaluation of; and improvements to, accounting systems to ensure that they remain fit for purpose.
· To develop process manuals detailing key processes within the department and to ensure these are kept up to date.
· To keep abreast of accounting system developments and alternative IT packages and to play a key role in identifying and specifying a new system at the appropriate time.
Accounting
· To oversee the month end management accounting processes, including accruals and prepayments, journals, balance sheet reconciliations, fixed asset accounting and cost centre accounting, using Sage and Excel systems.
· To prepare accurate monthly management accounts for the Head of Finance and Operations and to deliver these to agreed timescales.
· To oversee the generation of monthly statements of income and expenditure for budget holders and to work closely with them in the monitoring of budgets.
· To prepare project accounts for co-productions, tours and other projects as required.
· To oversee the preparation of visiting company contra accounts and settlement statements.
· To undertake analysis of project costs and general income and expenditure trends in conjunction with the Head of Finance & Operations.
Capital Assets
· To oversee the maintenance a fixed asset register detailing the Theatre’s tangible assets.
· To oversee the calculation of annual and monthly depreciation and grant amortisation relating to fixed assets.
Audit
· To oversee/implement all year end procedures in readiness for audit, including preparation of the Theatre’s audit file.
· To work closely with the Theatre’s auditors during audit week to ensure that the process runs smoothly and the auditors receive all the necessary information to complete the process of auditing the Theatre’s accounts.
Statutory Returns
· To oversee the preparation of quarterly VAT returns and annual Theatre Tax Relief claims and to ensure these are filed with HMRC by the appropriate deadlines.
· To ensure that all payroll-related returns are filed with HMRC by the appropriate deadlines.
· To oversee the preparation of and filing P11D returns to HMRC by the appropriate deadline.
· To ensure that any other statutory and non-statutory returns that the organisation is required to file, including Arts Council England and other funders, Office for National Statistics, EC Sales List, Foreign Entertainers Unit, are filed by the appropriate deadlines.
Banking and Cashflow
· To prepare cashflow projections and to report on cashflow movements monthly.
· To ensure that bank reconciliations for all bank accounts are completed at least on a monthly basis.
· To ensure strict adherence to cash handling procedures across the organisation.
Purchase & Sales Ledger
· To oversee the running of the Sage purchase and sales ledger functions.
· To maintain effective credit and debt control in particular ensuring debts are chased promptly.
Payroll
· To oversee implementation of the payroll function ensuring the timely and accurate payment of weekly and monthly salaries and wages.
Business Development and Value for Money
· To work with the Head of Finance & Operations in carrying out internal reviews and audits to ensure assurance, value for money and efficiency is being maintained.
· To work with the Head of Finance & Operations with major project management and procurements and implementing change.
Line Management
· To line manage the day to day work of the Senior Finance Officer and Finance Officer, monitoring performance and assessing training and development needs.
Other
· To comply with statutory obligations regarding the keeping and maintaining of financial records.
· To ensure adequate stock control procedures.
· To attend Head of Departments meetings and other meetings as requested.
· To deputise for the Head of Finance & Operations as appropriate, including leave, sickness etc.
General
· To act always in the best interests of Nottingham Playhouse Trust Ltd.
· To agree to abide by Nottingham Playhouse policies such as Health and Safety, child protection etc
· To take positive action to promote Equal opportunities in all aspects of the work of Nottingham Playhouse Trust Ltd.
· To maximise income and minimise expenditure wherever possible.
· To maintain confidentiality in all areas relating to Nottingham Playhouse where appropriate.
· To carry out such other duties as may be reasonably expected of the post.
August 2015