Financial Systems and Accounts Supervisor

Job description

Job responsibilities

POST: Financial Systems and Accounts Supervisor

RESPONSIBLE TO: Head of Finance (HoF)

TO BE

RESPONSIBLE FOR: No direct reports

JOB PURPOSE: To ensure the finance systems operate efficiently and effectively, acting as deputy to the Head of Finance, and responsibility for supporting the whole Finance Team by understanding their roles and helping out at times of peak activity thereby ensuring the Finance Department continues to operate effectively.

In this role, no two days will be the same, but each month activities will include:

1.0 Financial

1.1. Manage the access and authorisations processes, with our Microsoft Business Central (BC) accounting system.

1.2. Build and amend reports for the BC system.

1.3. Be the Technical Lead for our Amazon account, which many colleagues access and through which we purchase many small items.

1.4. Produce end of month journals to ensure all retail income and costs are recorded on the correct accounting codes, and Amazon and other centralised purchasing invoices are split correctly across our business.

1.5. Cover the day-to-day work of the Sales and Purchase Ledger Supervisor, and the Income Supervisor when they are on leave, and dealing with their urgent issues on the days they dont work.

1.6. Manage and account for restricted income and costs ensuring restricted expenditure is tracked.

1.7. Support the Finance Assistants (FAs) when Fundraising departments activities result in peaks in income streams. Help with processing daily batches when the FAs are on leave ensuring that donors can continue to be thanked quickly in collaboration with income supervisor.

1.8. Support the financial year end and statutory audit process, preparing data schedules for presentation to the external auditors.

1.9. Support the gift aid process in conjunction with our team of volunteers.

1.10. Prepare balance sheet reconciliations for the Head of Finance managing the Balance Sheet.

1.11. Lead departmental project work current projects include new expenses, gift aid, and income payment processing.

2.0 Managerial

2.1 Deputise for the Head of Finance when required.

2.2 Adopt, engender and develop a service ethos within and across the finance department that regards others within PT as its customers.

2.3 Ensure good relationships are fostered and maintained within and across the organisation and external agencies.

2.4 Be familiar with all guidelines and regulations relevant to the running of PT and ensure they are met at all times.

2.5 Understand and keep up to date with regulatory and statutory requirements relating to charity finance.

3.0 Training and Development

3.1 Maintain own professional development and keep up-to-date with advances and changes in practice and research.

3.2 Identify appropriate personal development needs and agree with the Head of Finance so as to keep up to date with the range of professional and personal skills required by the post.

3.3 Upon completion of probation, training support may be available for this role via the Apprenticeship Levy scheme.

4.0 Safeguarding, Equality, Diversity and Inclusion

4.1 Role holders are required to understand their responsibilities in the safeguarding context, ensuring that Phyllis Tuckwell reduces the risk of harm or abuse of adults and children at risk.

You are required to:

• adhere to Phyllis Tuckwells Safeguarding Policy (held on the NEST), which supports the local authoritys multi agency safeguarding policy, the law (Care Act 2014) and Mental Capacity Act 2005 (including Deprivation of Liberty Safeguards).
• inform the appropriate PT professional where there is concern that an adult or child may be at risk of harm, abuse, or neglect.

Phyllis Tuckwell is committed to an Equal Opportunities approach, valuing, and respecting everyone as individuals, with diverse opinions, cultures, lifestyles, and circumstances.

This job description is underpinned by Phyllis Tuckwells philosophy, culture, and core values, which actively embrace diversity and inclusion and promotes total team spirit.

This job description is current and subject to yearly review in consultation with the jobholder. It is liable to reflect and anticipate necessary changes to support the PT strategy.

Person Specification

Qualifications

Essential

• English & Maths GCSE
• 3 A Levels
• MAAT or part qualified ACA, ACCA or ACMA
• Evidence of continuing professional development

Team Working

Essential

• Ability to work as part of a team
• Ability to work on own and/or on own initiative
• Ability to work with colleagues to improve service delivery

Relationships and Communication

Essential

• Excellent communication and interpersonal skills
• Evidence of clear, concise recording of work
• Flexible approach and can-do attitude

Experience

Essential

• Financial and Management accounting experience
• Proven experience of understanding and managing strong financial controls
• Strong financial and analytical skill set with ability to provide succinct management reports alongside monthly accounts
• Working knowledge and experience of gift aid
• Extensive experience of use of computerised systems, including specialist accounting packages & Microsoft Office packages
• Intermediate Excel skills
• Experience of Microsoft Business Central (ledger package) or similar systems
• Preferably some knowledge/understanding of charity sector and charity accounting, including VAT & Charity SORP

Management

Essential

• Able to communicate effectively with a wide range of people
• Strong planning, organisation and project management skills
• Flexibility in relation to workload and ability to work under pressure

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.

Employer details

Employer name

Phyllis Tuckwell Memorial Hospice Ltd

Address

Phyllis Tuckwell Hospice

Crosby Way

Farnham

Surrey

GU9 7XG

Employer's website

https://www.pth.org.uk/ (Opens in a new tab)