"Qualities of Finance and Accounts Manager"
Finance Manager EXTENDED SERVICES FINANCE MANAGER: JOB DESCRIPTION Salary Scale Points 27 to 31 Scale G (£22,958 to £26,276) Line of Responsibility The Finance Manager will be directly responsible to the Headteacher and the Finance & Admin Manager. Job Purpose The Extended Services Finance Manager is responsible for: • Organising and managing key aspects of the schools finance including that of its extended facilities • Assisting the governors, Headteacher and senior leadership team (SLT) in formulating aims and objectives of the school and in establishing the policies, systems and procedures through which they shall be achieved, including development of resource plans as required • Developing a business strategy for the extended activities undertaken within the school, centre and charitable trust • Identifying and applying for external grants and funding opportunities on behalf of the school, centre and charitable trust to help develop and sustain the services provided currently • The line management of a number of staff falling under this post holder’s remit including induction, training and performance management • Supporting and encouraging the school’s ethos and its objectives, policies and procedures Duties & Responsibilities Main duties and responsibilities are indicated below. Other duties of an appropriate level and nature may also be required, as directed by the Headteacher. Please note that the postholder may be required to work outside of normal school working hours for extended school status activities, events, meetings and emergencies. Conditions of Employment The above responsibilities are subject to the general duties and responsibilities contained in the written statement of conditions of employment (the Contract of Employment). The post holder is required to support and encourage the school’s ethos and its objectives, policies and procedures as agreed by the governing body. To uphold the school's policy in respect of child protection matters. S/he shall be subject to all relevant statutory and institutional requirements. The post holder may be required to perform any other reasonable tasks after consultation. This job description allocates duties and responsibilities but does not direct the particular amount of time to be spent on carrying them out and no part of it may be so constructed. This job description is not necessarily a comprehensive definition of the post. It will be reviewed at least once a year and it may be subject to modification at any time after consultation with the post holder. All staff participate in the school’s performance management scheme. Page 1 of 6 Finance Manager Job Specification Finance & Accounting • In consultation with Line Manager and Headteacher, to prepare the extended services and charitable trusts annual budget and update as necessary • To monitor income and expenditure in relation to budgets, and produce monthly reports for the Headteacher and the relevant Governors’ sub-committee/s and trustees • To provide budget holders with monthly updates of their accounts and to advise them on matters relating to their budget/s • To keep all accounts and prepare income and expenditure reports in accordance with them financial and charitable regulations, and to prepare accounts for submission to the school’s and trusts auditors • To co-ordinate the trusts annual audit, liaising with all parties involved • To maintain and oversee all bank accounts including card/s, completing monthly reconciliations and reporting banking errors to Line Manager • To pursue income and sponsorship generation opportunities including the preparation and submission of applications and bids • To ensure accurate VAT accounting and payment, and that VAT reclaim returns are submitted as required • To be responsible for cashflow projections and all elements of cash handling including collections and disbursements, banking and security, fundraising etc • To be responsible for the completion of the trusts payrolls, ensuring all forms including timesheets, new starter/ leaver/ variation forms and annual returns are submitted within required deadlines • To be responsible for the placement of orders ensuring they are processed through the relevant procedures and packages • To scrutinise, in conjunction with the nominated staff members, and attend to the payment of all invoices and statements of account • To be responsible for the issue of the trusts invoices following up their prompt payment • To be responsible for the submission of sundry debtors claims to the LA for extended services • To carry out and keep analyses of costs and other statistical information • To supervise / work with the trusts and schools computerised finance administration packages • To be conversant with the general principle of taxation applicable to the school and the financial implications of charitable status • To maintain all the trusts insurances in all forms including assessments, claims and administration • To co-ordinate and establish a list of approved contractors and suppliers to ensure best value • To manage, negotiate and monitor all contracts, leases and relationships with external contractors • To maximise investment returns and income generation; organising bids, sales, sponsorship and fund raising as appropriate and required • To be responsible for relevant asset registers ensuring that it is maintained and regularly updated • To ensure that all necessary returns, reports and documentation are completed accurately within time constraints including H&S reporting requirements, claims, bids, reports to Governors and trustees, and statistical returns (internal and external) • To review annually and make recommendations, in conjunction with relevant staff, the charging policy and scale of charges for extended activities • To advise the governing body (and its committees) and trustees as appropriate and required Page 2 of 6 Finance Manager Administration • To ensure that all administrative duties, checks, documentation, reports and returns (internal and external) are completed accurately and submitted within required deadlines • To collate information, statistics and prepare reports as required by Line Manager, Headteacher, Governing Body and board of trustees • To undertake responsibility for all necessary administration relating to all areas within post holder’s remit • To undertake responsibility to ensure that all manual and computerised records and filing systems relating to all areas within post holder’s remit are maintained as required • To process, input, extract and analyse information from the school’s, centres and trusts database system/s • To ensure compliance with data protection regulations • To take minutes/notes in meetings and circulate necessary information • To deal with correspondence promptly and as required General • To attend school, centre and trust events as required • To participate in school, centre or trust emergencies as required, including co-ordinating arrangements, locating students, visitors and relevant staff, providing contact details and completing necessary documentation • To arrange and give training sessions to staff to ensure that they are aware of procedures and regulations • To attend training sessions and meetings as required including the Board of Trustees, Governors’ sub- committee and full meetings • To keep up to date with developments and changes in legislation and guidance, and communicate appropriate information to colleagues • To support the Headteacher and Line Manager in advising the trustees, governing body and its committees as appropriate and required • To implement, in conjunction with relevant staff all H&S procedures and requirements • To seek, consider, and act upon professional support and advice as required • To assist in such duties and activities relating to any of the above areas appropriate to grade as the Headteacher, Trustees and Governors shall from time to time reasonably require Page 3 of 6 Finance Manager EXTENDED SERVICES FINANCE MANAGER: PERSON SPECIFICATION New document: March 2010 Next review: March 2011 Qualifications & Experience Essential Desirable Notes Appropriate financial qualification/s (certificate/s to be available at interview) and / or significant experience in field Evidence of finance, business or administrative management experience to support the day to day operation of an establishment / company within financial constraints Experience of managing expenditure and generating income / sponsorship opportunities Experience of managing change and implementing new systems / procedures / controls Evidence of effective leadership and line- management of staff including a team Experience and knowledge of premises management, maintenance and repair including the ability to establish priorities Further education qualification/s (certificate/s to be available at interview) Knowledge & Skills Essential Desirable Notes Ability to build and form good relationships with students, colleagues and other professionals Able to lead, develop and motivate a team of staff, delegating duties as required Ability to work constructively as part of a team, understanding school roles and responsibilities including own Excellent verbal and written communication skills appropriate to the need to communicate effectively with colleagues, students and other professionals Ability to proficiently use office computer and finance software Page 4 of 6 Finance Manager including word-processing, spreadsheet, database/s and internet systems Ability and knowledge to produce budgetary estimates, reports, cash flow and financial and statistical summaries, ideally combined with operational experience Knowledge of principles and methods of financial control and reporting, and their adaptation to various purposes, including the preparation of financial accounts Good working knowledge and understanding of methods of ordering, contracts, purchasing and value for money Working knowledge of law with regard to Health & Safety legislation, contracts, freedom of information act, copy right and data protection Awareness of principles and practice in relation to building services, for example protection of personnel and buildings from fire, energy management and conservation Personal Qualities Essential Desirable Notes Excellent interpersonal skills with ability to maintain strict confidentiality A diplomatic and patient approach Initiative and ability to prioritise one’s own work and that of others to meet deadlines Able to follow direction and work in collaboration with Leadership Team Able to work flexibly, adopt a “hands on” approach, and respond to unplanned situations Ability to evaluate own development needs and those of others and to address them A willingness to seek specialist advice and awareness of where to seek it Able to attend evening meetings if required Efficient and meticulous in organisation Evidence of excellent attendance & punctuality record Page 5 of 6 Finance Manager Commitment to the highest standards of child protection Recognition of the importance of personal responsibility for Health & Safety Commitment to the school’s ethos, aims and its whole community Please note that the completion of a competency matrix by the applicant forms part of the application process. 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