JOB PROFILE FINANCE MANAGER

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JOB PROFILE FINANCE MANAGER POST: LOCATION: REPORTING TO: Finance Manager Head Office Head of Finance SALARY SCALES: PURPOSE: To manage, coordinate and support the day to day processes within the Finance
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JOB PROFILE FINANCE MANAGER POST: LOCATION: REPORTING TO: Finance Manager Head Office Head of Finance SALARY SCALES: PURPOSE: To manage, coordinate and support the day to day processes within the Finance Team, ensuring financial controls and reporting deadlines are delivered. To prepare timely and accurate monthly management accounts and report on key financial performance indicators for the Group Accountable for all aspects of payroll, income and expenditure. Supervision of a small finance team On the job training of finance team members Delegation of tasks RESPONSIBILITIES 1. Delivery of all payroll related duties Manage and co-ordinate all payroll related tasks and ensure there are adequate systems and process in place which are aligned to the organisations diverse activities and ISO On a monthly basis, to prepare and process wages, salaries and staff expenses for payment using SAGE Payroll and BACS online submission. Completion and submission of monthly & annual returns, to HMRC and Pension Agencies in accordance with their requirements and deadlines. Maintaining up to date accurate employee payroll records on SAGE Payroll, whether changes or updates have been communicated via the HR department or HMRC, thus ensuring correct processing and integrity of the information on behalf of an employee held by the organisation. Ensure, as far as is reasonable, that the organisation is adhering to legislation from the employer as well as the employee perspective. For example in the treatment of payment in circumstances that may well fall outside of scope the Sage Payroll software. Keep the Head of Finance aware of discrepancies or anything unusual and seek advice from HMRC directly or consider if HR should be informed as further guidance may be needed from our appointed solicitors before going any further in a process or action. To respond to written and verbal payroll related enquiries from external agencies e.g. Department of Work & Pensions. To maintain payroll filing. 2. To undertake Month-End & Quarter-End Processes & Checks: Ensure all expenditure is complete and not over or understated by reviewing all nominal codes monthly and producing an error report for the Head of Finance Ensure all income is complete and not under or overstated by reviewing all nominal codes monthly and producing an error report for the Head of Finance Responsibility to ensure the organisation s Fixed Asset Registers, Fixed Asset File and Capital Expenditure Report are kept up to date and complete. Also updating capital expenditure in the current year to the individual project finance reports. Responsibility to ensure that the Fixed Asset Register reconciles to the Nominal at all times. To process depreciation and reconcile monthly to the Nominal Ledger. Process monthly and quarterly expenditure and inter-company recharges. This includes Manangement & Service charges per budget. Ensure all cross charging of salaries or wages in respect of time worked by employees in other departments or cost centres or where these cross charges are required to correctly assign costs due to project funding. To process and reconcile petty cash summaries monthly reconciling to the Nominal Ledger and investigating irregularities. To reverse prior period-end accruals and prepayments. Prepare and process month end, quarter-end or year-end accruals and prepayments where required. Monitor, manage and review where applicable, the transactions allocated in a reporting period that have been allocated to Sundry Debtors and Sundry Creditors. Responsibility to ensure that all payroll related control accounts balances or amounts are correct and awaiting payment once the nominal link from the payroll to the accounts has been processed. To be actively involved and support the Head of Finance at quarter end and year-end. Reviewing the nominal activity and ensuring correct allocation and integrity of the information with the Finance Internal Audit & Review Form. Assist in the preparation of the individual finance reports for monthly, quarter-end and annual reporting. Analyse, evaluate and comment on the monthly finance reports produced for those projects that are monitored either side of the quarter-end process in relation to performance YTD and variances to budget. 2 Assist in the preparation of the audit lead schedules, the reconcilliation to the Statement of Financial Activity (SOFA) and ensuring all is evidenced and included in the audit files at quarter-end and year-end respectively. To prepare a rolling-12 month VAT control schedule on a monthly basis for the attention of the Head of Finance Manager & Business Services Director. 3. To coordinate and administer all Income: To be responsible for ensuring the timely and accurate processing of all customer invoices and receipts presented to finance. To monitor the creditors ledger for all companies regularly and reconcile on a monthly basis To deal with external and internal queries relating to all income related areas. To maintain an income filing system for the Head of Finance 4. To coordinate and administer all Expenditure: To be responsible for ensuring the timely and accurate processing of all supplier / purchase invoices and volunteer expenses presented to finance. Preparing invoices & claims for the Head of Finance to authorise for payment and authorised signatories thereafter in line with the organisations Financial Regulations. Ensure the preparation of cheques or electronic transfer using the BACS system. To check and process direct-debit transactions related to expenditure through SAGE and maintain filing system. To update utility, and savings schedules and any other expenditure related schedules. Oversee the administration of the Designated Supplier database and ensure it is kept up to date. To monitor the creditors ledger for all companies regularly and reconcile on a monthly basis with supplier statements received. To deal with external and internal queries relating to all expenditure related areas. To maintain an expenditure filing system for the Head of Finance 5. To coordinate effective delivery of financial priorities To undertake and ensure all work as well as that presented to finance to process or action, conforms and or is carried out in line with the organisation s Financial Regulations, Quality Assurance Systems and related policies. Monitor, review and continue to develop and uphold this area of work. To carry out internal audit work across the organisation at the direction of the Head of Finance. To take responsibility of key delegated tasks within the Finance Action/Performance Plan. To provide finance and admin support within the finance department and assist with all other general office duties as and when required. 3 To undertake any other reasonable duties delegated by the Head of Finance or Deputy Chief Exceutive. To participate in team meetings, staff training and personal development as necessary. 4 GENERIC RESPONSIBILITIES 1. Quality Assurance To carry out internal audits to ensure compliance with the Quality Assurance System To support complaint investigation to address identified weaknesses. 2. Health & Safety To act as the Health & Safety Rep for the business area of responsibility Ensure First Aid is adequate in your area of responsibility Ensure Fire Safety is adequate in your area of responsibility 3. Equality & Diversity To ensure that all staff and volunteers (where appropriate) maintain, understand and comply with equality & diversity good practice. 4. Business Reputation To work in line with the Customer Charter To promote the organisation s services, values and aims at every opportunity 5. IT & Data Protection To ensure confidentiality of information and data protection regulations are followed. 5
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