Job Description. Viking Academy Trust. Position: CHIEF FINANCIAL OFFICER. Name of Member of Staff: Member of Staff: Executive Headteacher:

Transcription

1 Viking Academy Trust Job Description Position: CHIF FINANCIAL OFFICR Name of Member of Staff: Member of Staff: xecutive Headteacher: Date: Date: Viking Academy Trust: Job Description CFO 1

2 Viking Academy Trust JOB DSCRIPTION: CHIF FINANCIAL OFFICR PRAMBL All staff and members of governance make the education of pupils at the Viking Academy Trust their first concern and are accountable for achieving the highest possible standards in work and conduct. All staff and members of governance act with honesty and integrity; have strong subject knowledge, keep their knowledge and skills up-to-date and are self-critical; forge positive professional relationships; and work with parents in the best interests of their pupils. Viking Academy Trust Base School: Job Title: Line Manager: Line Management of: Pay Range: Working Time: Trust-wide position CHIF FINANCIAL OFFICR (CFO) CO FINANC TAM IRO: 40-45,000. Negotiable for the right candidate FULL TIM The Leadership Team at Viking Academy Trust share the unwavering belief in the potential of every child; recognising the core purpose of the Leadership Team is to inspire, excite and motivate all members of the Viking community. We know our children don t get a second chance for a first class education and therefore it is the job of the Leadership Team to ensure Viking schools provide an outstanding education for every child. Our Trust motto: One Childhood, One Chance states this clearly and is at the heart of all we do. The duties outlined in this job description may be modified by the CO, to reflect or anticipate changes in the job, commensurate with the salary and job title. This job description may be amended at any time after discussion with you. This job description is intended as a reference document which identifies the main responsibilities and activities of the post holder. It is not a comprehensive statement of procedures and tasks but sets out the main expectations of the school in relation to the post holder s professional responsibilities and duties. Viking Academy Trust: Job Description CFO 2

3 Purpose of role The role of the Viking Academy Trust Chief Finance Officer (CFO) is to provide high quality leadership and management of the Trust s financial functions, in order that the Trust can run efficiently and effectively in delivering its vision, aims and objectives. The CFO will work with the Board, the Heads of School and the Trust Leadership Team, (of which he or she will be a member), to establish the vision for the future financial management of the Trust. The CFO will contribute to the Board s strategic decision making, whilst taking advantage of economies of scale by centralising contracts and by rationalising the accounting function as appropriate to the Trust s present and intended structure. The CFO will ensure that sound and appropriate financial governance and risk management arrangements are in place across the Trust, that budgets are prepared and monitored and that annual accounts are delivered in accordance with the Academies Financial Handbook, the FSA guidelines and with all statutory requirements. The CFO will lead the promotion and delivery by the whole organisation of good financial management so that public money is safeguarded at all times and used appropriately, economically, efficiently and effectively. In common with the Trust Leadership Team (TLT), the CFO will be expected to work outside normal office working hours when necessary to ensure that Trust s needs are met. Responsibilities 1. Maintaining a secure overview of the management of all financial issues within each of the VATrust s academy schools 2. Keeping the CO and the Board up to date with the latest ducation & Skills Funding Agency (FSA) changes and other statutory guidance and providing filtered briefings 3. nsuring the financial sustainability of the VATrust 4. Advising the CO and the Board on all matters relating to the financial strategy, on the impact of their decisions on the financial position of the VATrust and on strategic matters, within the framework for financial control determined by the Board 5. Upholding good governance and ethical behaviour including good accounting practices in the finance function and ensure the VATrust upholds good accounting, reporting and internal control systems 6. Maintaining effective systems of internal audit control ie cooperating with, initiating and managing audit procedures. Liaising with the company accountants and the VATrust s local audit officers and internal auditors Viking Academy Trust: Job Description CFO 3

4 7. Reviewing Trust policies, processes and procedures to ensure compliance with various external regulations including filing deadlines regarding VAT, PAY, FSA, Df, HMRC, Charity Commission and Companies Acts 8. Providing efficient financial assistance to the CO, the Board and Heads of School regarding all aspects of financial management within the VATrust 9. Writing the Annual Report and preparing consolidated financial statements in the statutory format specified by the FSA, Companies Acts and Charity Commission for auditing by the external auditors. Arranging a timeline and detailed checklist of work to be carried out in-house and by the external auditors to ensure the audited statutory accounts are filed with the FSA by 31st December 10. Liaising with COO and Heads of School to plan budgets, eg FSM, calculating additional funding High Needs Funding, 11. Maintaining a strategic financial plan including a 3/5 year budget plan for the organisation 12. Preparing the quarterly, monthly and ad-hoc management accounts 13. Advising the CO and the Board if fraudulent activities are suspected or uncovered 14. Authoring and maintaining the Risk Register and attending the Finance Audit & Risk (FAR) Committee 15. Liaising with external regulators such as the FSA/Df, Charity Commission, Companies House, external auditors and internal auditors as required 16. Developing checklists for month-end reports to ensure that reports are prepared on a reliable and consistent basis 17. Developing and maintaining the in-house Finance Manual that sets out the VATrust s operational procedures governing the VATrust, combining best practice with the latest Accounts Direction issued by the FSA 18. Assisting the CO and Heads of School in setting and managing their school s budgets together with setting the VATrust s budget, thereby enabling the Trust s schools to deliver the curriculum in a cost-effective manner 19. Providing support, guidance and leadership to any staff in individual schools with financial responsibility 20. Attending and presenting at relevant committee meetings (FAR, Board, LAB, TLT) as required to maintain the presence of the finance function and ensure broader financial aspects of key decisions are fully considered and communicated 21. Supporting or leading financial and operational risk assessments and assistance with implementation of appropriate safeguards Viking Academy Trust: Job Description CFO 4

5 22. Receiving, analysing and interpreting financial reports, communicating findings in a simplified manner when necessary 23. Researching, leading and advising the CO and Heads of School on additional funding, revenue/income opportunities and additional business opportunities 24. Preparing appropriate bids or tender documents to acquire identified additional funds or grants (responsibilities are developed collectively) 25. xecuting the generic duties of a VAT senior leader Specific Areas of Responsibility Budgets/Budgetary Control 1. Overseeing the preparations of an annual draft budget plan for each academy school for consideration by the FAR and LAB Committees and ratification by the Board of Trustees before the start of each relevant financial year 2. Monitoring expenditure and reporting to the CO regarding income and cash flow against the approved budget and submitting reports on each academy schools financial position to each meeting of the FAR and LAB Committees 3. Approving virements within the delegated financial limits and reporting such approvals to the Finance Committee 4. Reviewing any virements required for any academy school s budgets and recommending these to the CO and FAR for approval if appropriate 5. nsuring compliance with PAY, NI, VAT and other relevant legislation Internal Audit 1. Maintaining and resourcing an effective internal audit function or equivalent 2. Producing internal termly audit reports for each academy school in the VATrust, together with any recommendations for improvement 3. nsuring internal reports are shared with the CO, Heads of School and FAR Committee 4. Perform quarterly FMS6 Health Checks Purchasing 1. Maintaining an overview of all the VATrust s academy schools and providing best value options for key purchases 2. Overseeing tenders for service contracts and cost effectiveness Viking Academy Trust: Job Description CFO 5

6 3. Providing guidance to staff with financial responsibilities and the CO over retention of quotes obtained for goods, works and services and other associated documentation such as minutes of meetings, recording of decisions and reports 4, Annually reviewing Service Level Agreements (SLAs) and reporting findings to the Finance, Audit & Risk Committee (FAR) eg Grounds Maintenance, IT Support, Subscriptions 5. Complete regular Benchmarking exercises to ensure best practice and value for money Payroll and Personnel 1. Developing and evaluating the payroll service 2. nsuring the monthly payroll is checked, and certified 3. Comparing actual payroll costs each month to budgeted costs and such reports to be passed to the CO and retained for future audit purpose 4. Responsibility to Line Manage staff in the Finance Tem across the Viking Schools ie Finance Officers (currently 3 staff but may grow as the Mat increases) 5. Administer Performance Appraisal for above staff 6. Oversee the Induction programme of new staff to the Finance Team 7. Liaise with the COO and CO over any concerns regarding staff in the Finance Team Development 1. Working with CO, COO, Heads of School and staff with financial responsibilities to identify sources of additional funding to support the VATrust s programmes and development 2. Managing any relevant changes eg Software upgrades, staff reorganisation Liaison and Communication 1. To maintain up to date electronic diary, weekly/monthly overview to ensure organisation of own diary is communicated with key staff across the Trust 2. To establish methods of liaising with COO to ensure HR & Finance teams are working in partnership 3. To attend & contribute to Trust Leadership Meetings when appropriate 4: To present to different stakeholders ie Trustees, Local Governors, Heads of School, Auditors & Accountants 5. To communicate effectively with a range of Trust personnel: Viking Academy Trust: Job Description CFO 6

7 Trust Leadership Team (TLT) Trust Board, FAR (Finance Audit & Risk) Committee and Local Advisory Bodies (LABs) Finance staff in each academy Chief Operations Officer (COO) Other Duties and Responsibilities To play a full part in the life of the Viking community, to support its distinctive mission and ethos and to encourage staff and pupils across the Trust to follow this example To contribute to the review of Trust policies as appropriate. To comply with Trust policies and procedures with regard to Health and Safety, Safeguarding, equal opportunities, race equality, conduct and dress. Delivering day-to-day duties consistently with the agreed service level Acting as a champion for change and improvement, constantly enhancing quality Making a commitment and contribution to improving standards for pupils, as appropriate Contributing to the maintenance of a caring and stimulating environment for pupils To undertake any other duties as may be reasonably required. To participate in administrative and organisational tasks related to the duties described above. To interact professionally with colleagues to ensure understanding and awareness of responsibilities of all colleagues and undergo any relevant training Undertaking other duties commensurate with the job level Working Time This is a full-time post. Due to the nature of the role, the academy financial year must be adhered to. Working hours are usually between 8am and 5pm, however the post holder may be required to work outside of normal working hours on occasion, with due notice. Performance Appraisal The post holder will participate in the Trust s Performance Appraisal Cycle following the guidelines established for staff working at an executive level. The Post Holder will also lead Performance Appraisal for the staff they line manage (Finance Team) Terms of mployment Viking Academy Trust: Job Description CFO 7

8 All offers of employment are subject to the Trust receiving proof of identity, two satisfactory references, a pre-employment medical check, an enhanced DBS disclosure, a signed Code of Conduct, evidence of your relevant qualifications and successful completion of a 6-month probation period. JD created October 2017 Viking Academy Trust: Job Description CFO 8

9 Appendix 1: Person Specification CHIF FINANCIAL OFFICR (CFO) Person Specification: CHIF FINANCIAL OFFICR (CFO) SSNTIAL () / VIDNCD BY DSIRABL (D) QUALIFICATIONS Qualified to degree level D Certificates Professional finance or finance related qualification at graduate level (i.e. ACA, ACCA, CIMA, CIPFA, MAAT, ASBM, DSBM or equivalent) Certificates KNOWLDG, UNDRSTANDING AND XPRINC (UPTO DAT / CURRNT) Significant post qualifying experience and in depth professional knowledge acquired through experience xperience managing significant financial resources with a good appreciation of relevant regulatory frameworks xperience of financial processes and procedures xperience of effectively managing a team In depth knowledge of statutory D requirements, procedures and regulatory requirements relating to academies. High level of IT competence, literacy and numeracy skills xperience of using and supporting others in the use of financial software packages, including a working knowledge of FMS6 and HCSS as well as MiS ie Sims, Bromcom D PRSONAL AND PROFSSIONAL QUALITIS Strong persuasive, influencing and interpersonal skills with the ability to Viking Academy Trust: Job Description CFO 9

10 communicate clearly and confidently with different stakeholders xcellent skills in strategic planning and strategic Management of financial resources Clear analytical skills to allow the exploration, evaluation and interpretation of information and opinions and utilisation of management information system Strong decision making skills with the ability to make decisions and recommendations based on the analysis of options Capacity to work under pressure to meet deadlines and organisational priorities. Good leadership skills and ability to inspire and challenge colleagues Commitment to staff s and own personal development xperience leading and organising D staff training xperience leading Performance D Appraisal Flexible in terms of working patterns and evolution of the role Team-player, personable, emotionally intelligent with a sense of humour D OTHR Driving licence and own transport Viking Academy Trust: Job Description CFO 10

11 Appendix 2: Viking Academy Trust Leadership Structure: Including Central Staff Team Viking Academy Trust: Job Description CFO 11