1.Job Description

Job Title:Finance and Governance Officer

Salary:Circa £20,000 per annum, pro rata

Hours of work:22.5 hours per week

Location:Richmond Royal Hospital, Richmond Community Healthcare Hamlet, Kew Foot Road, Richmond, Surrey, TW9 2TE, or other RB Mind offices as required.

Responsible to: Finance Manager with dotted line to Chief Executive Officer

Responsible for: Volunteersas required

Length of Contract:Permanent, subject to funding and satisfactory completion of 6 month probation period.

Main Responsibilities

  • To support the Finance Manager to ensure that Richmond Borough Mind’s financial administration operates in an efficient and timely manner
  • To support the Chief Executive and Operations Manager in ensuring smooth running of governance procedures, including supporting board and committee meetings
  • To act in accordance with RBMind’s core values and agreed policies and procedures at all times.

  1. Income, expenditure and monthly accounts
  • Use of SageLine50 accounting software
  • Process supplier invoices and staff and volunteer expenses
  • Process payments on behalf of the organisation
  • Process income invoices
  • Chase late payments for income due
  • Prepare monthly payroll information
  • Preparation and processing of month end schedules as requested e.g. salary journal
  • Prepare and reconcile all bank statements and assist the Finance Manager with balance sheet reconciliation

  1. Banking and petty cash
  • Assist with setting up of BACS payments, standing orders and direct debits as necessary
  • Take receipt of donations and other fundraised income, record and bank accordingly.
  • Monitor and train new staff and volunteers in the administration of petty cash

  1. Governance Procedures
  • Providing additional administrative support to the Chief Executive and Operations Manager, particularly in relation to tasks related to the board e.g. room bookings, meeting arrangements, general committee administration
  • Collating and sending papers for all RB Mind committees in a timely manner
  • Attending committee and staff meetings and minute-taking when required, including evening and occasional weekend planning days
  • Providing direct assistance to Chair and other committee members as required to support their participation in board duties

4. Other general and financial duties
  • Establish and maintain Supplier and Customer accounts
  • Maintenance of sick-leave records to identify any areas of concern to senior managers, and to ensure payroll accuracy
  • To provide ad hoc financial information when requested to senior managers for monitoring project budgets and for grant applications
  • Assist with pensions auto-enrolment communication to staff
  • Process salary-related letters to staff
  • Maintain financial files and records (both electronic and paper)
  • To participate in management supervision, appraisal and training as required
  • To work within all RB Mind policies and procedures
  • Assist Finance Manager with preparation of management accounts and budgets and ad hoc financial tasks
  • To attend staff meetings and organisational events as required
  • Comply with and promote RB Mind’s Equal Opportunities, Code of Conduct, Health and Safety, Disclosure of Information Policies, and Safeguarding (Working with Vulnerable Adults Policy)
  • In accordance with the Health and Safety at Work Act 1974, to take care of your own health and safety at work and any clients and visitors you may be working with

  1. Personal organisation
  • To have a clear understanding of data protection and confidentiality, and to maintain it at all times
  • To be self-servicing in day to day administration tasks
  • To engage in supervision with line manager (Finance Manager) on a regular basis
  • To engage in personal appraisal, training and professional development
  • To be willing and able to work outside normal office hours on occasion, for which TOIL may be offered

  1. Person Specification

Dimension / Scope / E / D
Experience / Demonstrable experience in finance, including, but not limited to:
  • processing financial transactions
  • initiating and maintaining filing systems
/ ▲
Experience in bookkeeping and electronic accounting systems / ▲
Knowledge / Tertiary qualifications in Business, Finance or equivalent. / ▲
Understanding of office procedures, including Health and Safety requirements. / ▲
Understanding of charity or business administration / ▲
Demonstrated proficiency in SageLine50 or equivalent accounting system / ▲
Skills & Abilities / Demonstrated ability to use and prepare financial information / ▲
Demonstrated ability to manage both own workload and that of others / ▲
Well-developed numerical skills / ▲
Well-developed interpersonal communication skills / ▲
Demonstrated ability to use initiative and achieve results / ▲
Demonstrated ability to work effectively in a team / ▲
Demonstrated ability to manage relationships with internal and external stakeholders, including members of the board / ▲
Good administrative skills to ensure self-sufficiency / ▲
Demonstrated good proficiency in Excel for data analysis and Word for document preparation. / ▲
Demonstrable attention to detail and numerical accuracy / ▲
Demonstrable understanding of, and commitment to confidentiality and data protection / ▲
Other / A commitment to Equal Opportunities / Equalities and Diversity in work and in service provision. / ▲
Willingness to travel throughout the borough of Richmond. / ▲
Ability to work one or two evenings per month to provide support for board meetings / ▲

E = Essential, D=Desirable

3. Main Terms of Employment

1. Salary

£20,000 per annum (pro rata = £12,000)

2. Hours of Work

22.5 hours per week (full time equivalent is 37.5 hours), pattern to be agreed (minimum of 3 days with flexibility as required to cover one or two evening meetings per month). If working more than 6 hours an unpaid break of a minimum of 20 minutes must be taken.

Occasional weekend working may be required for which time off in lieu will be given. A flexible approach to working these hours is important.

3. Annual Holiday

15days per year, (full-time equivalent is 25 days),plus public holidays. An additional day is awarded for each completed year of service up to a maximum of 5 additional days.

4. Sick Pay

Following completion of your probationary period sick pay entitlement in any rolling year is 1 month on full pay and one month on half pay. Within the probation period there is a maximum entitlement of 3 days sick pay. Part-time employees receive pro-rated benefits.

6. Pension

RB Mind offers a Pension Scheme after 3 months of a permanent contract of employment, matching an employee contribution of between a minimum of 3% to a maximum of 5%. Details will be provided after employment commences, and auto-enrolment rules apply.

7. Training and Development

We encourage personal development and training for which support is provided when resources allow.

8.Probationary Period

You will be required to successfully complete a probationary period of 6 months.

9. Notice period

One month written notice on either side, except during the probationary period, when statutory notice applies.

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