RICHARD HOUSE CHILDREN S HOSPICE Finance and Operations Assistant : Finance and Operations Assistant (part time 30 hpw)

Transcription

1 RCHARD HOUE CHLDREN HOPCE Job Title : (part time 30 hpw) Reporting to taff reporting to you : Director of Finance and Operations : None ision Richard Houses vision is for communities to have space where they can journey together to create memories of living and dying. Core Purpose To accompany families with children and young people with life-limiting, life- threatening or complex health care conditions during the child or young person's journey through life to death, creating positive experiences along the way which become good memories for the future. Richard House is committed to the safeguarding of children and vulnerable adults. This post is subject to a tandard Disclosure and Barring ervice check. Job ummary This post will work to support the Director of Finance and Operations to carry out a range of finance and administration including maintenance of financial records, the provision of regular management information, supporting managers in their budget management and support the Reception and Facilities Officer in management of the facility. The post holder will use his/her own initiative to progress their own workload, liaising with colleagues within the department and within the wider organisation of Richard House to prioritise actions appropriately to meet requisite deadlines. The post holder will be the first point of contact for enquiries relating to the receipts and payments for Richard House Trading Company. The post holder will work in close contact with Finance colleagues as a member of the Finance team to complete tasks, with Finance colleagues working in a flexible manner to complete tasks between them as necessary. The post holder will use volunteers when appropriate and available to assist them in certain tasks. The lists of specific responsibilities below outline the range of tasks that the post holder will routinely be involved with, but all tasks will be shared with Finance colleagues as appropriate, and under the direction of the Director of Finance and Operations.

2 RCHARD HOUE CHLDREN HOPCE pecific Responsibilities: Responsible for collecting the daily record sheets for all Trading Company monies received as soon as available, consolidating and reconciling the cash and cheques. Responsible for the completion of Donation Forms including details of restricted income from the daily record sheets and the entering of the information onto the accounting system. Responsible for raising sales invoices for merchandise and events, collating daily till readings from the shops, and collating draw ticket sales and posting the above onto the accounting system on a timely basis. Responsible for posting all sales ledger receipts onto the accounting system on a timely basis and maintaining the sales ledger. Responsible for checking counted donations and ensuring all cash and cheques are deposited into the Richard House Trading bank accounts within agreed timeframes, as clarified in the Cash Handling Policy. Also, acting as backup for the same duties in relation to Richard House Trust. Responsible for managing the purchase ledger for Richard House Trading including the control of purchase invoices in accordance with the Procedures for Purchasing Goods and ervices, processing purchase invoices on the accounting system and making arrangements for the payment of appropriately authorised purchase invoices within the payment terms of each invoice. Maintenance of AT records and preparation of AT returns under the direction of the Director of Finance and Operations. Responsible for Gift Aid Claim for Richard House Trading. Responsible for reconciling inter-company accounts Responsible for the weekly reconciliation of all Trading Company bank accounts including posting standing orders and direct debits etc on to the accounting system, providing a weekly report detailing the current cash status and liaising with the bank to ensure that queries are resolved efficiently. Responsible for placing deposit account and inter-account transfers and entering transactions on to the accounting system. Responsible for back up of the processing and reconciliation of petty cash within the scope of the Petty Cash Procedure. Assist with budget setting for all parts of the organisation and particularly for Richard House Trading, under the direction of the Director of Finance and Operations. Assist the Director of Finance and Operations in the preparation of monthly management accounts and liaison with auditors and other reporting as required.

3 RCHARD HOUE CHLDREN HOPCE Provide cover under the direction of the Director of Finance and Operations for urgent maintenance and reception issues in the absence of the Reception and Facilities Officer. Responsible for administrative duties in support of the Finance Team or as directed by the Director of Finance and Operations for the wider aims of Richard House. Back up responsibility for maintaining payroll including updating employee information on the payroll system, pension new starter forms, liaising with the HR department to collate timesheets and other changes to the payroll, accurately processing payroll on the system including inputting timesheets, unsocial hours and employee expenses, maintaining supporting spreadsheets and updating the finance system from payroll runs, preparation and submission of the payment of salaries and pension contributions to be made within the appropriate timeframe and perform payroll and pension monthly and year-end procedures including P60s, P14s, P35 and P11Ds. Resolve employee payroll queries with the support of the Director of Finance and Operations and Human Resources. Liaise with the HMR&C and pension providers, as and when required. General Responsibilities : Co-operate with all staff in maintaining good relationships with outside agencies and the general public in order to uphold the Charity's image and win increased support for its work. Promote the safety & wellbeing of all children/young people at Richard House. Maintain confidentiality in all areas of work at Richard House. Ensure that your conduct within and outside Richard House does not conflict with professional expectations. Actively support and promote Richard House values. To support Richard House in community engagement initiatives. Take responsibility for your continuing professional development. Co-operate with all staff in maintaining harmonious inter-personal relationships. Attend staff meetings and training as required. Ensure an awareness and observation of Fire and Health and afety Regulations. Ensure the respect, dignity and rights to privacy of clients as far as possible.

4 RCHARD HOUE CHLDREN HOPCE Participate in regular upervision sessions with your Line Manager (and staff for whom you are responsible if applicable). Carry out any other duties as are within the scope, spirit and purpose of the job, the title of the post and its grading as requested by your Line Manager or his/her higher level of authority. Note: This job description reflects the present requirements of the post. As duties and responsibilities change and develop, the job description will be reviewed and is subject to amendment in consultation with the post holder. The essential and desirable characteristics of the post holder are indicated by "Please Note: *These criteria will be assessed during: hortlisting stage nterview T Test or exercise Where a criterion is assessed during the shortlisting stage, it is essential that you cover how you meet this in your application form. CATEGORY EENTAL DERABLE AEED Knowledge, Training & Experience Demonstrably good level of English and Maths At least 1 year experience in general finance role with purchase ledger experience Preparation of management information/statistics Computerised accounting package Handling confidential information +

5 RCHARD HOUE CHLDREN HOPCE Working to deadlines/setting priorities Ability to use TA Books Accounting package Experience of finance in charity/not for profit sector Knowledge of basic maintenance and/or facilities skills & kills, Analytical, Planning & Organisation Good Numeracy Good Communication kills Computer kills: Excel Word Attention to Detail hared alues Contribute towards creating a positive environment Welcome all people & treat them with respect Responsive, proactive & caring in all that we do afeguard our

6 RCHARD HOUE CHLDREN HOPCE stakeholders Work in partnership to ensure the best for families & children Passionate about achieving excellence through continual learning & integrity Put children, young people & families first in everything we do Establish & maintain professional boundaries & professional integrity in the face of death, dying & adversity Personal qualities Ability to reflect on practice and its effects on others Committed to ongoing personal training & development Flexible approach to work Able to work under pressure Punctual Assertive attitude Must have suitable police clearance Miscellaneous Ability to work flexible hours

7 RCHARD HOUE CHLDREN HOPCE