HEAD OF FINANCE Job Pack

Reg. Charity 526088

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Job Description Job Title Head of Finance Responsible to Chief Executive Responsible for Line management of Finance Manager Salary £32k to £35k (FTE) negotiable & dependent on

experience Hours 30 to 37 hours negotiable

Overall Purpose of Job To support the Chief Executive (CEO) and Senior Management Team (SMT) in the provision of a high quality and efficient finance function. To work as part of a team, meeting the financial requirements of the Charity and reporting to the CEO, Finance Committee and Trustees. Specific responsibilities/duties Management of financial systems for Galloways and the associated organisations:

Plan, develop, maintain and oversee the charity’s financial systems

• Oversee Sage Line 50 accounting system and work done by Finance Team to include; Debt collection, Creditors ledger, bank and cash reconciliations, fixed asset register and depreciation policies and provisions.

• Prepare, maintain and develop existing financial policies and procedures, ensuring an effective system of internal financial control which are understood and followed by colleagues.

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• To conduct formal cyclical review of policies, procedures and operating practices, in terms of finance and information reporting across the organisation to ensure that these are being adhered to as intended, and to report on any matters of concern, including those relating to statutory and regulatory compliance, to the CEO and Finance Committee.

• To take responsibility for co-ordination of all financial reporting across the organisation from day to day recording to liaison with the auditor.

• To implement changes to financial systems as agreed with the CEO. • Prepare quarterly financial monitoring reports for all cost centres and

report variances using the Excel Management Accounts for the CEO and/or the Senior Management Team (SMT).

• Ensure Excel Management Accounts correctly reflect categories of income and expenditure as requested by CEO and SMT.

• To work with the CEO and SMT devising annual revenue budgets and related matters and to prepare annual budgets for all cost centres for presentation to the Finance Committee and Trustees.

• Provide detailed reports to SMT as required enabling budgets to be prepared and monitored.

• Liaise with Heads of Department regarding restricted grant income and monitoring associated spending and ensuring reports are submitted in accordance with the funders’ terms.

• Maintain design and develop bespoke Sage reports to provide information and data as required by the CEO and SMT for monitoring purposes.

Payroll and Personnel

• Collate payroll information for each department to meet payroll provider’s timetable each month.

• Review payroll reports and reconcile variances before preparing the payroll journal for each cost centre.

• Ensure that pension scheme reports are submitted by the due date and that any amendments to contributions are implemented.

• Introduce Sage payroll (to replace payroll bureau). • Reconciliation of the pension accounts. • Maintain Personnel Files for all employees including record of

sickness absence.

Provide support to the Chief Executive, Senior Management Team and Finance Committee • Advise, report to and consult with the CEO on all matters relating to

the management of the financial resources of the charity and on external factors which may affect its financial situation.

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• Monitor the charity’s capital reserves and cash flow • Liaise with Investment Managers and prepare quarterly reports of

investment gains and losses for presentation to the Finance Committee.

• Prepare details of department salary costs for annual review, budget planning and monitoring purposes.

• To ensure that the departmental budgets are administered and upheld throughout the financial year.

• To monitor income to ensure turnover does not exceed VAT registration thresholds or non-primary purpose income levels.

• To prepare detailed finance reports each quarter for the CEO identifying variances with explanatory notes.

• To prepare summarised finance reports each quarter for the Finance Committee and Trustees together with consolidated income and expenditure account for all centres and departments.

• To represent the Management Team and the Organisation positively in all relationships, both internal and external.

Ensure the activities of the charity comply with legal requirements and good practice: • Manage relationships with the charity’s bankers, ensuring that

banking arrangements are appropriate. • Prepare the annual accounts programme including draft statutory

accounts and liaising with the auditors. • Ensure all payroll and pension returns are made to the relevant

organisations (Pension Providers and HMRC) and payments made by the due date.

• Ensure that all Gift Aid and Tax Repayment claims are submitted to HMRC for all sources of income, including submissions for GASD and tax on investment income.

• Ensure returns to regulatory and other relevant bodies including, for example, the Charity Commission, Companies House and Bus Service Grant are submitted by the due date.

• To keep up to date with financial issues, good practice and regulatory change applicable to the charity.

• To review and update the Internal Controls, Financial Policies and Procedures Manual on a regular basis for the review and approval annually by the Trustees.

Develop the charity’s financial capacity and contribute to the strategic operation and development of the charity: • Provide financial information and advice to the CEO and SMT to

assist with strategic planning and development.

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• Advise the CEO and Finance Committee on financial matters. • Attend meetings and prepare reports to assist the Finance

Committee and the Board of Trustees in reaching decisions, • To be involved in the administration of externally funded

programmes as required by the CEO. This is likely to include, for example, examining terms and conditions of successful awards to identify any implications for financial monitoring, insurance issues or policy matters. It will also involve the provision of financial and other information to the CEO to assist him in drawing together applications for funding.

• Undertake the periodic review of the appointment of auditors in consultation with the CEO and the Board of Trustees.

Governance, Administration and Support

• To support the CEO with the management of external contracts and funders requirements.

• To assist the CEO and the SMT with the development and review of relevant operational policies for the organisation, and ensure their successful implementation.

• To oversee rental income from all properties is maximised and that all leases and rental agreements are adhered to and reviewed annually.

• To oversee the utility supply arrangements for all sites and ensure that these are appropriate.

• Dealing with enquiries from contractors, service users and other external organisations, ensuring that all financial transactions are conducted in an expedient manner.

• To oversee agreements for the lease and rental of equipment and ensure that these are reviewed and renewed on a timely basis and that the contracts are appropriate and cost effective.

Health and Safety Management

• Responsibility with the CEO and SMT for the implementation of the charity’s Health and Safety Policy to ensure the organisation and staff comply with relevant legislation.

• To oversee the organisation’s insurance arrangements and ensure that these are appropriate and compliant with any specific requirements from funders or other relevant stakeholders.

Line Management

• Manage the workflow of the Finance Team

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• To manage, supervise and appraise staff, including providing support, guidance and training, ensuring agreed objectives are achieved.

• Identify individual and team training needs and plan accordingly through appraisals.

• Assist senior staff to ensure that all staff adhere to the policies and procedures as outlined in the Staff and Financial Handbooks, including Health and Safety.

General Responsibilities

• Contribute to organisational priorities. • Be responsible for managing your own workload and prioritise task in

response to changing demands. • Abide by organisational policies and practices including Equal

Opportunities and Confidentiality. • Participate in his/her own appraisal with their Line Manager. • To work with the Line Manager to review professional development

and undertake training as agreed. • Any other duties which are considered commensurate with the post

and other reasonable duties as required from time to time by the Line Manager.

• To assist in fundraising initiatives as part of the Management Team.

Limits of Authority

• To act at all times within the levels of authority agreed with the Chief Executive.

ADDITIONAL DUTIES

• Willingness to travel within the area and to our other offices in Chorley, Southport or Morecambe as required

• Ability to work evenings and weekends as required • To actively participate in the organisation’s performance management

processes including appraisal and induction. • To undertake training and development activities as agreed with the Chief

Executive. • Ensure that all work is undertaken in accordance with health and safety

legislation rules and regulations. To follow procedures and be aware of matters that relate to the duties of the post.

• Ensure value for money and best use of resources in all activities related to the post.

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• To support Galloway’s core values and carry out all responsibilities with due regard to Galloway’s Equal Opportunities Policy and procedures.

It is in the nature of the work that tasks and responsibilities are, in many circumstances, unpredictable and varied. Each staff member is, therefore, expected to work in a flexible way when the occasion arises, when tasks not specifically covered in their job description have to be undertaken. Such additional duties would normally be to cover unforeseen circumstances or changes in work and would normally be compatible with the regular type of work. If the additional responsibility or task becomes a regular or frequent part of the member of staff’s job, it will be included in the job description in consultation with the member of staff. The Head of Finance will undertake other duties which may be required from time to time by the CEO particularly resulting from membership of the SMT.

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Person Specification

CRITERIA ESSENTIAL DESIRABL

E METHOD OF

ASSESSMENT Qualifications A professional accounting qualification

Certificates

Experience and Knowledge Considerable experience (at least five years) of financial procedures within a financial environment

Application form

& interview

At least 2 years management experience (people management)

Application

& Interview

Experience and knowledge of working within the statutory requirements of the voluntary sector

Application form

Experience of budget monitoring

Application form &

Interview

Experience of working with a variety of different funding arrangements

Application form

A good understanding of Sage

Interview &

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accounting systems, word and Excel

practical

Experience of budget planning

Interview

Experience of drafting and presenting detailed financial reports

Application form

Experience of drafting and maintaining financial policies and procedures, including an effective system of internal financial control.

Application

& Interview

Skills and Abilities Ability to manage/prioritise workload and work to non-negotiable deadlines

Interview

Excellent interpersonal and communication skills

Interview

Good numeracy skills with the ability to analyse and interpret financial data

Application form,

interview & test

Ability to work as part of a team

Interview

Ability to work on own initiative

Application form &

Interview Ability to work flexibly and innovatively

Application form

& Interview

Ability to forge good working relationships with colleagues, service users and external

Interview

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organisations Ability to introduce and manage Sage Payroll

Interview

Ability to liaise with Investment Managers & prepare quarterly reports on investment gains and losses

Application form

An understanding of data protection and data security issues relevant to the post

Application form

& Interview

Ability to manage and lead a high performing team

Interview

Personal Attributes Empathy and commitment to the work and values of the charity

Interview

Good sense of humour

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Working for Galloway’s Job Title Head of Finance Location This post will be based at our Preston office with travel to our other offices (Morecambe, Southport & Chorley) on an infrequent basis. Salary The salary for this post is £32,000 to £35,000 per annum dependent upon experience Hours of Work Normal office hours are 30 hours per week, Monday to Friday 9.00am to 5.00pm. It is envisaged this post will require 30 hours per week however for the right candidate consideration will be given to full time 37 hours. As Head of Finance you will be required to work such hours to meet the demands of the role. Benefits

Pension Galloway’s has an auto enrolment pension scheme to which Galloway’s will match the employee contribution to a negotiable percentage. Holidays The holiday year runs from 1st April to 31 March. Holiday entitlement for this post is 24 days per annum for a FTE post. This increases to a maximum of 30 days depending upon length of service. Compassionate Leave Galloway’s will consider each request for leave on compassionate grounds on an individual basis. Probationary Period All new appointments are subject to a probationary period of 6 months.

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Learning and Development Galloway’s is committed to supporting the learning and development of all staff and volunteers to ensure we are able to achieve our operational and strategic objectives. As part of our development and support initiatives, we promote coaching, mentoring and job shadowing. Equal Opportunities Galloway’s is committed to supporting diversity and working towards equal opportunities for all, in all aspects of its work. Smoking Policy Galloway’s has a non-smoking policy throughout the organisation.

Information for Candidates Information required from your application Galloway’s provides an application form, therefore we will only accept CV’s if they accompany a completed application form. The following specific points are aimed at providing guidance for the information required on your application. • If there are any gaps in your employment, please include details of

these in your application or supporting letter. • If we do not receive your application form by the closing date, we will be

unable to process your application further. Job Description and Person Specification A Job Description and Person Specification are enclosed which detail the main responsibilities and duties required. As part of your application please provide a ‘Supporting Statement’. This should describe how your skills, knowledge, experience and qualities match those described within the person specification. The Person Specification highlights which requirements will be used to shortlist candidates through your application and those which will be assessed by other methods such as by interview or tests. Within your ‘Supporting Statement’ you need to give examples of how you meet the requirements which you will be shortlisted against. If you have gained the necessary skills and experience in a voluntary capacity you should include details of this in your supporting statement.

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People with a Disability We aim to provide information to candidates in the right format for them. If you have not received information in the right format for your needs, please let us know. Candidates selected for interview should inform us of any special needs they may have in relation to the interview as soon as possible. Interview and Selection Interviews are normally carried out by a panel and verbal feedback will be provided to candidates selected for interview. If you are selected for interview you will be notified within one weeks of the interview date. If you have not heard within 3 weeks, you should assume you have not been successful in your application. As a non-profit making organisation, and in order to keep our administrative costs low, we are unable to confirm receipt of your application. References You should provide details of references from your current or most recent employer and the referee should be either your line manager or the personnel department. References will be taken for the previous three year’s employment and details should be provided for this period. Data Protection Information provided by candidates as part of their application will be held for the purposes of this recruitment only and will then be destroyed. Information provided by the appointed candidate will be retained in relation to their employment contract.

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Equal Opportunities Policy

Introduction Galloway’s recognises that discrimination and inequality are still widespread in society as a whole. We are therefore working to achieve Equal Opportunities for all staff irrespective of disability, ethnic origin, gender, marital status, age, sexual orientation, religious belief or ideology. This applies to employment, to our service provision and to our relationships with external organisations. Galloway's policy on Equal Opportunities applies to all Trustees, all employees and trainees, volunteers, receivers of our services, organisations that we work with and those who act on our behalf. Aims of our Policy To demonstrate the commitment of Galloway’s in being a fair and reasonable employer and service provider. To ensure that the individual potential of all employees is recognised and that their talents and resources are utilised to the full. Furthermore that no individual employee or group of employees receives less favourable treatment in relation to employment or access to resources. To ensure that all our staff promote equality in the workplace and in the services we deliver. Commitment Galloway’s will:

• Recognise and comply with its legal obligations under the Race Relations Act, the Sex Discrimination Act, the Disability Discrimination Act and any other statutes in force

• Fulfil its social responsibilities towards employees, potential

employees and the communities in which we operate.

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• Review all policies, procedures and practices, relating to all

aspects of employment, to ensure that they reflect Galloway's commitment to equal opportunities, amending and updating them where appropriate.

• Ensure that all customers, clients and people who use our

services are treated fairly and equitably and receive the services appropriate to their needs.

• Recognise and embrace the benefits of diversity throughout the organization including the protected characteristics of Equalities Act 2010: Age, Disability, Gender reassignment, Marriage and civil partnership, Pregnancy and maternity, Race, Religion or belief, Sex, Sexual orientation

Responsibility All employees have a responsibility for implementing the Equal Opportunities policy in all aspects of their work and for promoting good and non-discriminatory practices. The Chief Executive has overall responsibility for implementation of equal opportunities and good practice. Reviewed October 2015