Finance and Administration Manager

Transcription

1 Finance and Administration Manager 24,000 per annum Full Time Closing Date: 20 July 2015 Interviews: 03 August 2015 Falkirk s Mental Health Association (FDAMH) The Victoria Centre 173 Victoria Road Falkirk FK2 7AU fdamh.org.uk Charity Number SC Company Limited by Guarantee: SC151357

2 Introduction Falkirk s Mental Health Association (FDAMH) is a charity established in 1981 to provide a community-based facility for people with mental health problems. FDAMH now operates from a purpose-built centre in central Falkirk. With continuous increase in demand for our expertise, we have adopted an innovative and responsive approach to service development and have a very forward-looking ethos. At the heart of all of our projects, wherever possible, is the desire to give people the strength, support, skills and knowledge they need to move forward with their lives and grow away from FDAMH, whilst recognising that for some access to FDAMH will be a long-term support and for others a place to come back to when the need arises. We have worked hard to establish a firm and independent financial footing. Our funders include Falkirk Council and NHS Forth Valley, but there is substantial input from many different funds as well as from fundraising activities. Much of our work is reliant on a team of 100 volunteers. Added to this there are currently 25 members of paid staff. Cultivating a strong team spirit, FDAMH promotes a culture which fosters ideas and empowers individuals. As a member of our team you will contribute to achieving our mission and vision in a flexible, creative, supportive and stimulating work environment. Finance and Administration Manager With the help of our Fundraising Manager we have worked hard to develop multiple income streams to prevent over-reliance on any single funder. This has helped us to increase the longer-term security of the organisation in a difficult funding environment as well as providing a means for us to further develop the services we provide. As a consequence of this growth our finances have become increasingly complex and the burden on senior management in this respect has become significant. We now require a Finance Manager to take on responsibility for this aspect of the organisation. As this is a new role within the Association we are seeking applications from people who not only have the requisite skills but who also like a challenge and are willing to help us to develop the post.

3 Vision ABOUT FDAMH We will be regarded as a centre of excellence at providing services, training and education in relation to mental wellbeing and contribute to the work of reducing the stigma and discrimination commonly associated with mental ill health. Mission To promote mental wellbeing by providing a range of services and creating an environment in which we: Support individuals to recover from mental ill health by acknowledging that recovery is a unique voyage of self-discovery and personal growth; Prevent deterioration in mental wellbeing; and Provide support, education and training related to mental health to carers and across the local community. Values We believe in enabling people to identify and work towards their personal goals. We treat one another with respect and value the contributions that come from individuals that we encounter. We are committed to being honest and transparent in all relationships. Structure FDAMH is a charity and is managed by an unpaid Board of Trustees. FDAMH is a membership organisation, members elect the Board, but people do not have to be members to use our services. FDAMH is based at one site in central Falkirk The Victoria Centre.

4 Job Description Organisational Relationship The Finance and Administration Manager will be line managed by the Manager and report directly to the Board of Trustees. Principle purposes of the role As a manager, leading a small team, you will be responsible for all aspects of the financial and administrative functions that support the work of FDAMH. You will work closely with the Manager, Fundraiser and the Board of Trustees. Main tasks 1. To ensure FDAMH has sound control of its finances and financial reporting. 2. To manage the effective operation of the administrative support services within FDAMH. 3. To perform additional administrative duties relating to personnel issues. 4. Organisational duties. 1. To ensure FDAMH has sound control of its finances and financial reporting This involves taking responsibility for all finance tasks from start to finish liaising closely with the Manager and the Board of Trustees. The finance tasks include: Manage and maintain a SAGE 50 Accounts Plus 2012 book-keeping system on a day to day basis. Oversee all financial transactions (incoming and outgoing). Accurate recording of all incoming funds including coding and allocation to Restricted and Unrestricted funds. Production of bi-monthly management accounts for Board of Trustees. Managing payroll and pension services. In conjunction with the Manager and Board of Trustees produce and maintain FDAMH s annual income and expenditure budget. Managing our banking services / accounts and undertake monthly bank reconciliations. Managing donations including Gift Aid claims. Manage staff and volunteer expenses claims. Maintain grant funding database.

5 In conjunction with office administrator be responsible for auditing of petty cash. Where necessary prepare cheques for signature in accordance with FDAMH s financial procedures. Managing current, and advising on new, investment opportunities. In conjunction with Manager, overseeing all contracts (IT, Utilities, Cleaning etc.). This includes being aware of end of contract dates and organising quotes from alternative providers as requested by Manager / Board of Trustees. Supporting Fundraising Manager in development of financial aspects of funding proposals and in production of financial reports for grant making organisations as per their requirements. Attend bi-monthly Board of Trustee meetings to present financial reports and provide financial input in respect of any proposed developments in FDAMH. Be principal point of contact with Association s Accountants and Finance Director as required but particularly in respect of end of year audit. Be principal point of contact between the Association and HMRC. Ensuring that all financial systems and processes are compliant with legislation and OSCR regulations. Compilation and submission of annual return to OSCR. 2. To manage the effective operation of the administrative support services within FDAMH. This involves line management of Fundraising Manager and 3 members of administration team (two part time and one full time). You will be responsible for ensuring: Provision of efficient and effective administrative support to all members of the FDAMH team. That administrative systems and processes are appropriate for the needs of the Association and recommend changes where necessary. That you have a clear and concise understanding of FDAMH s work across all project areas and can identify where administrative support could be offered / given to assist in smooth operation of service provision. Annual leave of staff is managed effectively to ensure that cover is available during periods of leave. That staff support and supervision is provided in accordance with FDAMH s procedures. This includes training requirements and requests and monitoring of same.

6 3. To perform additional administrative duties relating to personnel issues Calculate and produce annual leave sheets for all paid staff Apply changes in rates to salaries/contract Update of pensions by liaising with provider in line with salary increases etc. Calculating staff eligibility for benefits such as maternity leave and ensuring processes are followed Managing salary sacrifice schemes (Employers for Childcare) 4. Organisational Tasks To promote, monitor and maintain health, safety and security in the workplace To ensure compliance with all relevant policies, procedures and relevant legislation commensurate with role To make appropriate use of training opportunities To undertake any other task assigned by line manager that is commensurate with skill level, knowledge and grade of post Work within the aims and objectives and key values of FDAMH Work flexibly and as a member of the team and to contribute to the smooth running of the organisation, sharing relevant information and expertise Attend and contribute to supervision sessions and to participate in staff development and relevant training (internal and external) Take responsibility for personal and professional development by keeping up to date with changes pertinent to the post and highlighting any training needs / requirements to line manager Demonstrate a willingness to be flexible and an active team member and representative of the organisation Please note that this job description is intended to outline the main duties of the post and may change as the post and Association develops. Environment You will be based at FDAMH s Victoria Centre in Central Falkirk. Get image Heather?

7 Person Specification Essential or Desirable Criteria Qualifications and Experience Measured by Essential Full or part-qualified accountant 1,2 Essential Experience of using Sage Line 50 + Payroll Essential Experience of liaising with banks, creditors, auditors and contractors Essential Experience of producing annual budget forecasts Essential Experience of producing and reporting on financial reports for Board of Trustees and funders Essential Experience of charity accounting systems, rules and regulations Essential Familiar with Gift Aid Essential Previous experience of line managing staff Skills and Abilities Essential Discretion and a proven ability to handle confidential and sensitive information Essential Excellent administrative and organisational skills Essential Advanced Microsoft Office Word, Outlook and Excel skills Knowledge Essential Desirable Attributes Knowledge of matters that impact on payroll e.g. sick leave, parental leave and pensions including auto-enrolment A clear understanding of the principles of charity accounting such as restricted and unrestricted funding and OSCR rules and regulations Essential Friendly and approachable personality 3 Essential Flexible and cooperative approach to work Essential Enjoy team working Essential Honest and trustworthy Essential Able to manage time well and work under pressure Additional Requirements Essential You will be required to work on occasional evenings 3 Essential You must be able to prove your Right to Work in the UK 1 Measured by: 1. Documentary evidence certificates etc.; 2. Application Form; 3. Interview (which can include test/presentation etc.)

8 Post Details Job Title: Salary: Annual Leave: Hours of Work: Place of Work: Contract Type: Finance and Administration Manager 24,000 per annum 20 days + 14 days public holidays 35 hours per week (you will be required to work occasional evenings) FDAMH s Victoria Centre, Falkirk Permanent Applying You can download an application form at our website: news/jobs-and-opportunities. If you are unable to access this, please contact us using the details on the front of this pack. We would be grateful if you could also complete and return an Equal Opportunities Monitoring form the information in this will be immediately separated from your application on receipt and will in no way be used to assess your suitability for interview. Application forms may be returned by to admin@fdamh.org.uk or to our postal address given on the front of this pack. If you are successful you will be requested to sign a printed copy of your form. We will only consider the information submitted on an application form. You may not apply by submitting information in any other format. We will disregard information contained within attached CVs and cover letters. The deadline for applications is 5pm on Monday 20th July Interviews are currently planned for Monday 3rd August For More Information About the Post and Application Process Jane Boyd (Administration Officer) admin@fdamh.org.uk When We Receive Your Application References are normally only requested when an offer of employment is made. You can specify your preferences on the application form. We will endeavour to contact all applicants to let them know the outcome of their application. Thank you for your interest in this post and in FDAMH.