Finance and Business Support Officer

3 days left

Recruiter
Community First in Herefordshire and Worcestershire
Location
Currently homebased due to covid restrictions. Office base Malvern, Worcestershire
Salary
£23,980 (pro rata part time)
Posted
29 Apr 2021
Closes
16 May 2021
Job Ref
CF-FO
Contract Type
Permanent
Working Pattern
Part Time
Hours
Part-Time

Finance & Business Support Officer

22.5 to 30 hours per week, subject to negotiation and experience,

Malvern based, currently home working.

 £23,980 pro rata FTE 37 Hours

Purpose: Working closely with and proactively to support the General Manager and Treasurer to introduce and implement financial procedures and guidelines across the organisation and support the reporting and monitoring requirements of contracts held by CF with external funders.

Location: Community First, Malvern

Responsible to: The General Manager

Activities:

Finance

1. Take a lead in providing confidential and accurate information for Finance including:

§ Managing financial transactions for all ledgers using the computer based accounting system XERO

§ Responsibility for ensuring correct preparation and issue of cheques, sales invoices and payment reminders. Dealing with cash and cheque banking and petty cash handling & recording, maintaining and improving security of cash handling systems

§ Organisation and updating of financial and HR records and documents

§ Maintenance and analysis of reports on departmental postage, copying and printing costs and transferring monies internally between departments

§ Initiation and introduction of finance processes and procedures and regular updating

§ Assist staff members with any financial queries relating to their projects

2. Manage the payroll service, act as the main contact, getting all information ready for the Payroll Officer to process the payroll each month. Ensure payments are made to staff and HMRC using the information provided by the Payroll Officer.

3. Liaise with and advise the General Manager on the financial planning of the organisation, gathering and interpreting budget data to produce the overall budget for the year. Managing budget amendments and advising the General Manager of the possible implications.

4. Lead on the preparation and issuing of BACS payments, initiating all payments. Responsible for pro-active cash management of designated bank accounts to ensure funds are regularly reviewed to maximise investment income. Liaise with the Treasurer and make recommendations for improvement and implement necessary agreed changes.

5. Preparation of monthly management accounts for the General Manager and Board, taking responsibility for adjustments such as accruals, prepayments and deferred income; reconciling control accounts and making necessary adjustments and closing ledgers.

6. Work closely with the General Manager to ensure all financial management data is provided to the Board as and when needed, producing the appropriate papers for meetings etc.

Produce financial claims required by funders and provide the necessary evidence to support claims.

7 Make sure all contracts for projects are stored centrally and ensure that tasks are completed by the relevant staff as per the contract terms and support staff, as required, by assisting in the completion of monitoring evidence for external funders/commissioners.

8 Monitor all budgeted income (checking contracts as necessary) and ensure it is claimed / invoiced as appropriate including pursuing debtors.

9 Be responsible for managing the year end accounts, liaising with the auditors, preparing accounts to trial balance and ensure that meetings adhere to the required timescales.

Work closely with all staff providing details of costs to support funding bids and complete finance and HR documentation required for tenders/bids

Business Support

1. Using your business acumen to support our organisation, especially with ensuring synergy with finance and personnel

Using our external HR specialist support as needed take responsibility for:

1. Ensuring all policies and procedures are regularly reviewed and updated.

2. Co-ordinating all aspects of recruitment, including legal compliance. Assisting with interview planning & liaising with press, candidates and line manager to ensure procedures are followed.

3. Co-ordinating induction for new starters and leading finance HR elements of induction

4. Ensuring the delivery of exit interviews.

5. Supporting Line Managers with administration of setting, tracking and recording staff issues, in particular probation period, sickness absence recording, annual leave, staff supervision and development reviews, pensions and payroll, ensuring that policies are followed and requirements met.

6. Maintaining accurate and accessible information for staff including electronic information.

7. Acting as the first point of contact for HR for all organisational issues. Dealing with queries from staff with regard to personal data, payroll, pensions, policies and procedures, etc, with back up from external HR specialist where required.

On an ad hoc basis provide general administration support, assisting with the main telephones, post and general enquiries.

General

§ Operate within the agreed policies and procedures of Community First and actively engage in their delivery

§ Carry out all work with due regard to Community First equal opportunities policies and procedures.

§ Promote Community First’s Values and reflect them in working practices.

§ Undertake appropriate training and skills development as might be identified to fulfil the requirements of the role and participate in staff training and development as required.

§ Ensure that movement and diary commitments are updated on a regular basis.

Particular duties and responsibilities may vary from time to time without changing the general character of the duties or level of responsibility entailed. The post holder may therefore be required to pursue activities other than those specified above.

Person Specification

Essential Experience:

Experience in account processing using computerised accounts software including:-

· Creating and operating financial procedures

· Maintaining financial and statistical information

· Maintaining source documents

· Presentation and reporting of financial/statistical information

Proven track record of handling financial transactions up to a value of £300,000 and of managing funds between accounts.

Advanced competence in using and setting up spreadsheet recording systems

Experience working in an environment where confidentiality is essential and proven background of supporting and advising internal customers

Experience of financial regulations and requirements in relation to SORP and charity accounting

Proven track record for identifying Finance/organisational issues or potential change either internally or externally and suggesting, designing and delivering improvements

Managing work towards deadlines

Contributing to the development of systems and processes

Essential Knowledge and Skills

AAT Accounting Technician qualification or equivalent experience

High level numeracy skills, focussed on accuracy and attention to detail

Experience of and proficiency in IT skills – particularly Microsoft word and excel

Ability to produce accounts to Trial Balance

Ability to communicate clearly and concisely both verbally and in writing. Initiate communication and negotiate with 3rd parties on matters relating to individuals or the organisation and, on occasions, matters of sensitivity

Ability to explain complex financial concepts to non-financial staff

Ability to undertake research, report findings and consult and implement processed changes

Understanding of, commitment to and ability to implement and maintain effective “customer” relations, particularly during periods of change, difficulties or pressure

Ability to provide a diagnosis of enquiries and problems, grasp complex issues quickly, use initiative and set priorities, particularly when managing competing priorities.

Understanding of and commitment to the voluntary sector’s role and values

Good interpersonal skills and organisational skills

Desirable Experience

Accounts production using Xero software

Production of standard operating procedures documentation

Background working in an advanced HR administrative function, particularly in relation to recruitment and employment relations

Experience of supervising other staff members

Some experience of contract management and commissioning

Desirable Knowledge and Skills

Working knowledge of Microsoft 365

Extensive knowledge and application of confidentiality and the monitoring of others in relation to sensitive individual and organisational matters

Knowledge, understanding and proactive application of equal opportunities issues including monitoring internal practices in relation to HR procedures

Other Factors:

Well motivated to work under own initiative and problem solve where necessary

Ability to work within a team, in isolation and on issues where colleagues become customers

Desire to develop own competence and role within a team

Commitment to professional development and professional presentation of the organisation

Knowledge, understanding and proactive application of equal opportunities issues including monitoring internal practices in relation to HR procedures

https://www.comfirst.org.uk/vacancies

          

About Community First

Community First is a local voluntary sector organisation which provides a range of services to the voluntary sector and local communities.


Our mission is to support the wellbeing of communities across Herefordshire and Worcestershire.

 Our vision is of strong, successful and healthy communities thriving across Herefordshire and Worcestershire where everyone can achieve their full potential.

https://www.comfirst.org.uk/about_us2

Community First's Values:

  • a belief in equality of opportunity;
  • a commitment to overcoming disadvantage, exclusion, rural and social isolation;
  • the importance of active citizenship and collective action to address need and influence decision-making; and
  • the critical contribution of voluntary and community organisations to building and sustaining healthy communities.


 

 “… it’s been great to work for an organisation that cares about wellbeing so much. It’s all been appreciated and unique to Community First.”

– former team member – July 2020

 

Community First recognises the benefits of having a diverse workforce and therefore welcome applications from all sections of the community, regardless of their age, disability, gender reassignment status, marriage or civil partnership status, pregnancy or maternity, race, religion or belief, sex or sexual orientation.

 

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