Finance and Administration Manager

Role purpose:  Working within the Aims and Principles of the Citizens Advice service, to ensure a smooth running and compliant service within Citizens Advice Epsom & Ewell (CAEE)

Nature and scope of work:

• To manage the day to day finances of the Bureau
• To maintain the HR systems that support the Bureau
• To maintain the compliance systems that support the Bureau
• To assist the CEO and other senior staff with reports and statistics

 Reports To: the Chief Executive Officer (CEO)

Finance

1. Assist the CEO and the Treasurer in preparing the annual budget including:

• Preparing and submitting budget returns to Citizens Advice

2. Prepare the quarterly Management Accounts including:

• Comparisons with budget for unrestricted and restricted project funds
• Notes of variances from budget Actual versus budget
• Results for both the period and the year to date
• Original full-year budget figure and a full-year forecast
• Narrative commentary to explain the cause and impact of the major variances
• Preparing and submitting quarterly management accounts to Citizens Advice

3. Manage the day to day finances of CAEE and specifically to be responsible for:

• Control and reconciliation of all bank and petty cash accounts, and making transfers between bank accounts as necessary
• Paying bills and monitoring payments by Direct Debit and Standing Order
• Recording all payments and receipts using relevant accountancy software
• Maintaining paper records of all income and expenditure and other financial transactions to meet all required accounting standards
• Overseeing the administration of the payroll, pensions and PAYE including liaising with the external payroll provider, actioning payroll changes, checking payments prior to release and completing payroll input
• Calculating pay revisions (including backdated pay)
• Transferring financial records and all other information required by the Auditor for the preparation of annual accounts and responding to any questions or queries raised by the Auditor.
• Liaising with approved bank(s) as necessary (direct with Branch or via telephone and/or internet banking service)
• Liaising with the Auditor as necessary
• Proposing opportunities for cost savings and income maximisation
• Assisting the CEO on reporting to funders of restricted funds projects
• Assisting the CEO with the costing of funding applications as required
• Processing donations in relation to Gift Aid returns

 HR

• Maintain records of annual leave and sick leave
• Process staff and volunteer expenses
• Set up and maintain HR files for all paid staff

Compliance

• Undertake compliance administration of the Bureau including for example:
  • Equality and diversity annual monitoring
  • Information assurance staff training tracking
  • DBS and similar safeguarding records
  • Health and safety, annual plus regular checks such as alarm check records
  • Induction records including signed policy agreements

 Management Support

• Assist the CEO and other senior staff with reports and statistics
• Maintain statistics and collate and produce to a prescribed format
• Assist with the preparation of letters, documents and reports related to financial matters, as required
• Correspond with third parties by letter, email and telephone
• Enter financial data to, and produce information from, spreadsheets and databases to include in reports to Funders, and the Bureau’s Trustee Board.

Staff management

• Assist the CEO in creating a positive working environment in which equality and diversity are well-managed, dignity at work is upheld and staff can do their best
• Participate in recruitment and selection activities as required.

 Administration

• Attend appropriate internal and external meetings as agreed with the CEO
• Maintain relevant internal administration systems
• Provide statistical information as required, with regular reports to the CEO

Other duties and responsibilities

• Uphold the aims and principles of the Citizens Advice service and its equal opportunities policies.
• Assist the CEO in the implementation of policies and procedures of CAEE
• Carry out any other tasks that may be within the scope of the post to ensure the smooth running of the finance and administration functions
• Abide by health and safety guidelines and share responsibility for own safety and that of colleagues.

 PERSON SPECIFICATION

1. Experience of financial management and budgeting
2. Experience of QuickBooks or other accounting computer software
3. Bookkeeping qualification
4. Understanding of financial accounts and charity accounts
5. Well-organised and able to prioritise own work and the work of others, meet deadlines and manage workload in a busy environment
6. Ability to use IT systems and packages, and electronic resources in the provision of advice and the preparation of reports and submissions
7. Commitment to and work within the aims, principles and policies of the Citizens Advice service.
8. Understanding of equality and diversity and its application to the supervision and development of staff.

Full details are available on request by emailing Katie Gray on support@caee.org.uk