Job summary The Financial Reporting and Strategy team is a small important team within the finance department of South Warwickshire University NHS Foundation Trust. As a senior finance assistant in the Financial Reporting and Strategy team you will support the Senior Finance Manager and Finance Manager in providing a quality and continually improving financial service for SWFT Charity. Main duties of the job To support the Finance Manager (Financial Reporting and Strategy) in providing a quality and continually improving financial service for SWFT Charity, specifically in the following areas: Day to day management of Charitable Funds finances to ensure timely provision of statements to all Fund Managers. Preparation of reports for Charity Trustee meetings. Preparation of the Annual Accounts and Report for Charitable Funds, including submission of the annual return to the Charity Commission. Liaison with internal and external auditors as appropriate. Working closely with the Charity's Fundraising team to help provide a quality service. About us Come and join a Trust rated Outstanding by the CQC. South Warwickshire NHS Foundation Trust have been rated as outstanding following our latest inspection by the CQC and we are recruiting new staff to come and help us improve even further. We provide services across Warwickshire and beyond ranging from Hospitals in Warwick, Stratford-Upon-Avon, Royal Leamington Spa and Shipston-on Stour to Community Services across the county. We are a progressive, expanding organisation with great ambition around improving quality, integrating pathways and delivering high levels of productivity. Our values can be summed up in one sentence. We are 'Trusted to provide safe, effective and compassionate care'. Throughout the recruitment process you will be asked to think about how you demonstrate these values and how they impact on your work. It doesn't matter what role you do, whether it is patient facing or not, we are all working in the same way with our values at the core. Date posted 09 January 2025 Pay scheme Agenda for change Band Band 5 Salary £29,970 to £36,483 a year per annum Contract Permanent Working pattern Full-time Reference number 203-C471 Job locations Warwick Finance Department Lakin Road Warwick CV34 5BW Job description Job responsibilities The post holder is responsible for the day-to-day management of Charitable Funds. This will include the following: Review of expenditure applications to ensure that it meets the fund objectives and is in accordance with guidelines, negotiation with requisitioners where appropriate to understand reasons for using charitable funds and provide advice and training on what falls within the charitys remit. Input of income and expenditure onto the Charitable Funds system on a weekly basis Commitments against funds are recorded in the Charitable Funds system Preparation of monthly reports, to include reconciliation of all control accounts including providing analysis of outstanding transactions to managers Monthly transaction reports sent to all fund holders VAT advice to fund managers and Trustee specifically relating to the Zero rating of medical equipment Liaise with suppliers to ensure zero rating is achieved on medical equipment, including negotiation of the charitys position where appropriate. Providing advice and guidance to fund holders to ensure that any expenditure is in accordance with the funds objectives and that income is maximised. Gift Aid returns submitted to HMRC on a quarterly basis. Contact point for both internal and external audit enquiries regarding the charity, dealing with complex queries and resolving issues independently where possible. Recording of all potential income due from legacies and follow up outstanding legacies by verbal / email communication with executors/solicitors in a sensitive nature as this will relate to individuals wills and legacies. The postholder will plan their own workload, ensuring that the deadlines and timetables as agreed with the Finance Manager (Financial Reporting & Strategy) are adhered to. The postholder will be required to prepare and write reports for the quarterly meetings of the Charity Trustee, including analysis of expenditure against spending plans and analysis of movements during the year where appropriate The postholder will be required to produce the statutory returns required by the Charities Commission and HMRC, including the annual accounts and report, annual return and any Gift Aid returns, through analysis of the years accounts. To prepare and circulate the spending plans report to all fund managers, working with fund managers to help formulate the plans for their funds. To collate the responses into a report for Trustees and to evaluate the implications of the plans on the charitys funds. To be responsible for the day-to-day management of the bank accounts associated with the Charitable Funds including the monthly reconciliation of all accounts and the reconciliation of any external investments. The postholder will be required to keep up to date with specialist technical issues concerning the operation of the Charitable Fund, including accounting and taxation changes, to provide guidance to relevant parties, including internal staff, Trustees and external fundraisers, to ensure the correct application within the accounts. Develop an awareness of all key Trustwide financial issues and contribute to the achievement of the Trust financial targets. To ensure that all internal and external audit recommendations are appropriately implemented. To deliver training sessions to staff with regard to charitable funds. To maintain an authorised signatory database in accordance with the Trusts Standing Financial Instructions. To include: Liaison with financial management staff to ensure budget holder detail is correct and kept up to date. Issue signatory forms to new budget holders and update the database. Issue the database to appropriate departments on a quarterly basis Management Responsible for ensuring all standard operating procedures are regularly reviewed, updated and issued as appropriate. Work with colleagues across the Trust to help improve processes. Work with the Finance Manager (Financial Reporting & Strategy) to update and improve policies relating to the charity. Work with colleagues within the finance team to ensure that the finance department maintains a professional, unified approach within a framework of clear and consistent accounting and budgetary policies. Job description Job responsibilities The post holder is responsible for the day-to-day management of Charitable Funds. This will include the following: Review of expenditure applications to ensure that it meets the fund objectives and is in accordance with guidelines, negotiation with requisitioners where appropriate to understand reasons for using charitable funds and provide advice and training on what falls within the charitys remit. Input of income and expenditure onto the Charitable Funds system on a weekly basis Commitments against funds are recorded in the Charitable Funds system Preparation of monthly reports, to include reconciliation of all control accounts including providing analysis of outstanding transactions to managers Monthly transaction reports sent to all fund holders VAT advice to fund managers and Trustee specifically relating to the Zero rating of medical equipment Liaise with suppliers to ensure zero rating is achieved on medical equipment, including negotiation of the charitys position where appropriate. Providing advice and guidance to fund holders to ensure that any expenditure is in accordance with the funds objectives and that income is maximised. Gift Aid returns submitted to HMRC on a quarterly basis. Contact point for both internal and external audit enquiries regarding the charity, dealing with complex queries and resolving issues independently where possible. Recording of all potential income due from legacies and follow up outstanding legacies by verbal / email communication with executors/solicitors in a sensitive nature as this will relate to individuals wills and legacies. The postholder will plan their own workload, ensuring that the deadlines and timetables as agreed with the Finance Manager (Financial Reporting & Strategy) are adhered to. The postholder will be required to prepare and write reports for the quarterly meetings of the Charity Trustee, including analysis of expenditure against spending plans and analysis of movements during the year where appropriate The postholder will be required to produce the statutory returns required by the Charities Commission and HMRC, including the annual accounts and report, annual return and any Gift Aid returns, through analysis of the years accounts. To prepare and circulate the spending plans report to all fund managers, working with fund managers to help formulate the plans for their funds. To collate the responses into a report for Trustees and to evaluate the implications of the plans on the charitys funds. To be responsible for the day-to-day management of the bank accounts associated with the Charitable Funds including the monthly reconciliation of all accounts and the reconciliation of any external investments. The postholder will be required to keep up to date with specialist technical issues concerning the operation of the Charitable Fund, including accounting and taxation changes, to provide guidance to relevant parties, including internal staff, Trustees and external fundraisers, to ensure the correct application within the accounts. Develop an awareness of all key Trustwide financial issues and contribute to the achievement of the Trust financial targets. To ensure that all internal and external audit recommendations are appropriately implemented. To deliver training sessions to staff with regard to charitable funds. To maintain an authorised signatory database in accordance with the Trusts Standing Financial Instructions. To include: Liaison with financial management staff to ensure budget holder detail is correct and kept up to date. Issue signatory forms to new budget holders and update the database. Issue the database to appropriate departments on a quarterly basis Management Responsible for ensuring all standard operating procedures are regularly reviewed, updated and issued as appropriate. Work with colleagues across the Trust to help improve processes. Work with the Finance Manager (Financial Reporting & Strategy) to update and improve policies relating to the charity. Work with colleagues within the finance team to ensure that the finance department maintains a professional, unified approach within a framework of clear and consistent accounting and budgetary policies. Person Specification Qualifications Essential AAT Technician Level 4 or equivalent Degree or equivalent experience Desirable CCAB part qualified Experience Essential Experience in any role requiring face-to-face contact with customers where a high degree of interpersonal skills are required Experience in a finance role utilising double entry accounting skills Experience in writing reports for senior management Skills/Knowledge Essential Ability to design and format spreadsheets on a regular basis for specific purposes Ability to input and manipulate data accurately into databases and spreadsheets Excellent communication skills required as this post requires direct communication with patients, carers, hospital managers, and external stakeholders, e.g. auditors, solicitors Specialist knowledge and understanding of accounting procedures/principles and regulations including Charity Commission guidance or willingness to complete training to achieve Detailed knowledge of tax and VAT regulations as they relate to the Charitable Funds or willingness to complete training to achieve Presentational skills e.g. finance training for finance and non-finance managers Personal Qualities Essential Ability to plan and organise own workload in order to achieve tight deadlines, some of which may span a period of work over several months Able to work on own initiative and as part of a team Other Essential Able to deal with frequent interruptions and reschedule tasks accordingly Attention to detail A methodical and orderly approach to working practices The postholder will maintain confidentiality where appropriate both within the Trust and externally, including information regarding patients. Person Specification Qualifications Essential AAT Technician Level 4 or equivalent Degree or equivalent experience Desirable CCAB part qualified Experience Essential Experience in any role requiring face-to-face contact with customers where a high degree of interpersonal skills are required Experience in a finance role utilising double entry accounting skills Experience in writing reports for senior management Skills/Knowledge Essential Ability to design and format spreadsheets on a regular basis for specific purposes Ability to input and manipulate data accurately into databases and spreadsheets Excellent communication skills required as this post requires direct communication with patients, carers, hospital managers, and external stakeholders, e.g. auditors, solicitors Specialist knowledge and understanding of accounting procedures/principles and regulations including Charity Commission guidance or willingness to complete training to achieve Detailed knowledge of tax and VAT regulations as they relate to the Charitable Funds or willingness to complete training to achieve Presentational skills e.g. finance training for finance and non-finance managers Personal Qualities Essential Ability to plan and organise own workload in order to achieve tight deadlines, some of which may span a period of work over several months Able to work on own initiative and as part of a team Other Essential Able to deal with frequent interruptions and reschedule tasks accordingly Attention to detail A methodical and orderly approach to working practices The postholder will maintain confidentiality where appropriate both within the Trust and externally, including information regarding patients. Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Additional information Disclosure and Barring Service Check This post is subject to the Rehabilitation of Offenders Act (Exceptions Order) 1975 and as such it will be necessary for a submission for Disclosure to be made to the Disclosure and Barring Service (formerly known as CRB) to check for any previous criminal convictions. Certificate of Sponsorship Applications from job seekers who require current Skilled worker sponsorship to work in the UK are welcome and will be considered alongside all other applications. For further information visit the UK Visas and Immigration website (Opens in a new tab). From 6 April 2017, skilled worker applicants, applying for entry clearance into the UK, have had to present a criminal record certificate from each country they have resided continuously or cumulatively for 12 months or more in the past 10 years. Adult dependants (over 18 years old) are also subject to this requirement. Guidance can be found here Criminal records checks for overseas applicants (Opens in a new tab). Employer details Employer name South Warwickshire University NHS Foundation Trust Address Warwick Finance Department Lakin Road Warwick CV34 5BW Employer's website https://www.swft.nhs.uk/ (Opens in a new tab)