Finance and Operational Support Manager
Hours: Part-time contract, 75 hours per month. May be necessary to work the occasional weekend (by exception only) to meet the needs of the Charity. Ideally looking for someone based in (East) Kent.
Salary: £17,000 - £20,000 per annum (pro-rata of £34,000 -40,000 per annum)
Overall Purpose
We are looking for a qualified or part-qualified accountant with experience in financial management, governance and operations to join our team as the part-time Finance and Operational Support Manager for the Branch.
Working closely with the Branch Manager and Treasurer, you will ensure financial controls, governance and best practice are maintained. You will be responsible for the accounting entries in Sage, monitor and manage the bank accounts and cash flow, oversee payroll, and produce detailed monthly management accounts. As line manager of the Branch Support Assistant, you will be expected to oversee their tasks in respect to finance, such as invoicing. You will also be a key proponent in strategic discussions and help to safeguard the Branch’s financial sustainability.
You will also be required to lead on our governance, compliance and risk management, and support the running of our operations. You will hold the responsibility for ensuring our internal processes run smoothly and that we are compliant with all financial, legal and regulatory requirements. You will also be responsible for supporting the Branch Manager with HR matters, supporting our staff and volunteers as a member of our Senior Management Team.
A more comprehensive list of the role’s duties are included below.
You will have close contact with the Board of Trustees and all other staff members, both at the Animal Centre in Hersden and at the various retail shops in our Branch area. The role requires you to travel to these sites as well as being able to work from home as appropriate, so a UK driver’s licence is essential.
As an employee in a small, independent charity you will have the opportunity to make a real impact in our work and should expect the role to be a broad and challenging one, with a good deal of variety and the chance to be involved in many aspects of the day-to-day operations.
Structure
Reporting to: Treasurer
Line Management: Branch Support Assistant
Key Tasks and Responsibilities
Finance
* Has delegated responsibility for the overall financial management and control of the Charity
* Monitor and manage cash flow to ensure sufficient liquidity
* Calculate and oversee payroll for all branch staff; liaise with payroll company to ensure all staff paid correctly and on time
* Responsible for policies and procedures
* Process supplier invoices in Sage
* Pay supplier invoices in line with terms
* Create customer invoices and enter in Sage
* Process journal entries and reconcile balance sheet accounts
* Process and reconcile bank account entries
* Process and reconcile shop sales and petty cash
* Perform controls audits at shops
* Gift aid submissions
* Produce cash flow dashboard at start of month
* Produce monthly management accounts
* Liaise with external audit partner
* Produce audit schedules and deliverables
* Assist in creation of annual report
* File accounts with Charity Commission online
* Liaise with suppliers for contract renewals, price negotiations etc
* Work with Treasurer and Branch Manager to create annual budget
* Produce VAT returns
* Project appraisals / one-off tasks as required
* Monitor and maintain Restricted funds schedule
Operations, Governance and HR
* Light touch oversight of our general operations and administration
* Development and management of policies and procedures for all aspects of regulatory and legal compliance
* Lead on risk and contract management
* Support the Branch Manager with staff and volunteer recruitment
* Management of employee records and contracts
* Coordinate volunteer and employee training and development
* Support on all HR matters, liaising as required with our partner Peninsula
* Work with the Branch Manager and Board of Trustees to foster a positive culture, supporting staff and volunteers to develop and excel in their roles
* Line management of the Branch Support Assistant with shared responsibility for their tasks
As part of the Senior Leadership Team
* Attend trustee board meetings & AGM to present financials
* Attend team meetings and present financial info
* Contribute to the development of the annual and three year plan
* General meetings, planning and strategy
Education: Qualified Accountant (ACA, CPA, ACCA, CIMA) or qualified by experience (AAT).
Preferable Skills and Experience
* 3+ years in finance, operations, and HR
* Experience of using Sage
* Experience in developing budgets, financial planning, and reporting for decision making.
* Experience with audits and compliance (charity commission)
* Working within a charity (preferable)
* Experience of managing across a range of functions e.g. finance and HR
* HR experience – able to drive a high performance positive culture
* People Management
* Excellent attention to detail
* Excellent written and verbal communication skills – the ability to communicate financial information in a way that is easily understood to a non-financial person
* Collaborative, supportive and able to effectively manage competing priorities
* Strong organisational skills
* Strong IT skills (experience of Google workspace preferred)
Person Specification
* Passionate about animal welfare
* Positive, can do attitude
* Flexibility - no day is the same in a small charity
* Resourceful and the ability to work on own initiative
* Ability to challenge decisions of both the Board and Branch Manager to ensure compliance and governance
Whilst at work or representing the branch all staff are required to:
* Adhere to the Branch charitable objectives which are to promote kindness and prevent cruelty to animals.
* Understand and comply with the Branch Code of Conduct.
* Take care of their own health and safety and that of others who may be affected by their acts and omissions.
* Cooperate with Branch policies and procedures.
We are committed to creating a staff and volunteer team which is representative of our society and in particular, our community and surrounding areas so encourage people from any background to apply for any of our opportunities.
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