St Stephen s House Permanent Private Hall of the University of Oxford. College Accountant

Transcription

1 St Stephen s House Permanent Private Hall of the University of Oxford College Accountant The College St Stephen s House is a Theological College and Permanent Private Hall of the University of Oxford, founded in Located in the peaceful surroundings of the former monastery of the Society of St John the Evangelist The Cowley Fathers in East Oxford, it is one of Oxford s hidden gems. The college caters for those training for the church in the Anglican tradition and mature students studying Theology, Education, Oriental Studies or Philosophy. Student numbers are small, around 85. It is a very warm and friendly place; staff and students mix together and sharing common room and dining room. The grade 1 listed church, St John the Evangelist (SJE Arts), is now a regular feature of the Oxford music scene, hosting over 80 concerts a year. Job description and Further Particulars The College Accountant is responsible for: 1. With the Bursar, co-ordinating the College s budgeting and financial forecasting activities, and producing timely and accurate reporting against those plans. 2. Ensuring the College s finance function is properly resourced, in terms of people, knowledge, systems and procedures, to ensure compliance with all appropriate regulatory, statutory and fiscal requirements. 3. Monitoring and developing financial procedures and practices, to ensure effective financial control and sound financial management. Context of the Job The College is a complex institution, with academic, religious, residential, catering, commercial and historic buildings issues all overlapping within a limited space. The College Accountant should be able to manage a large number of diverse matters, quickly able to grasp the underlying issues and negotiate solutions sensitively taking account of a variety of views, policies and interests that may sometimes conflict. He or she will also provide visible financial leadership to all staff, including junior and casual staff, in order to

2 foster a strong and supportive culture of excellence and respect for the College s financial necessities. The College Accountant reports to the Bursar, who is ultimately responsible for delivering most of the non-academic functions of the College. Main Duties and Responsibilities a. Annual Accounts and Statutory Returns In conjunction with the auditors, produce the annual statutory accounts consistent with the requirements of the Charities SORP. Manage the annual audit and liaison with auditors. Generate all statutory returns, including Charity Commission reports b. Financial Accounts and Financial Information Ensure complete and accurate recording of all financial transactions through the operation of the financial systems, processes and work of the Finance Department. Establish and maintain accounting and office procedures and ensure these are consistent with audit standards. Work with the Bursar to develop and enhance the College s financial systems as required. Prepare and monitor balance sheets and undertake reconciliation processes. c. Management Accounts and Management Information Advise the Bursar on key issues. In conjunction with the Bursar, develop forecasts and annual budgets for consideration by the Finance & General Purposes Committee. Work with the Bursar, Conference & Accommodation Manager and other senior staff to ensure that appropriate charging mechanisms are in place and tight budgetary controls are maintained, and to promote a culture of tight financial control. Provide quarterly management accounts and reports. Provide quarterly book allowance summaries to academic staff. Provide ad hoc financial reviews and reports when required.

3 d. Payroll and Pensions Supervise the Accounts Assistant and record payroll and pensions information, and provide accurate, timely and reliable payroll and pensions processing. Ensure compliance with statutory deadlines and submit information and returns, including managing benefits-in-kind. Manage Fellows and staff participation in the two Church of England Pension schemes and the Oxford Staff Pension Scheme, to which the College is a contributing member. e. Fees and Charges Ensure accurate and timely billing of fees to Church of England Ministry Division. Weekly billing of SJE Arts venue hire charges. Calculation of variable venue hire/performers fee agreements and journals to post into accounting system. Financial monitoring and calculations of fund raising events. Ensure accurate and timely billing of fees, rents, and domestic and academic charges. Oversee the collection of income by the Accounts Assistant and Conference and Accommodation Manager. f. Endowment Fund and Reserve Accounts Maintain individual accounts for all expendable and permanent endowment funds (restricted and unrestricted), and for designated general reserves. g. Development Office Recording and reconciling donations, and submitting and monitoring Gift Aid claims. h. College Investments With the Bursar, monitor the College s endowment assets (financial investments and other assets) on a regular basis.

4 i. Tax Manage the College s tax affairs and oversee the VAT implications and status of different transactions and financial treatments; prepare the quarterly VAT returns and annual partial exemption adjustments. Submit income tax, corporation tax, national insurance and other tax returns. Submit Gift Aid repayment claims. Manage financial transactions and VAT between the College in line with HMRC guidance. Submit Listed Place of Worship Grant Scheme claims as required. j. Banking Manage day-to-day cash flow and banking reconciliations. k. Staff Line manage and work with, as appropriate, the Accounts Assistant and their principal duties: fees and charges; termly distribution of Church of England Ministry Division personal allowances to Ordinands; monthly salaries and outside tuition payments, purchase ledger, sales ledger cash postings, cash and bank reconciliations, recording donations received by fund, stock taking and reconciliations, recording and submission of CRC emissions data and nominal ledger postings. Carry out annual appraisals of the Accounts Assistant, assist in their professional development, and ensure that all suitable training needs are met. l. Professional Responsibilities Keep up to date with legislation and regulations on finance, tax, VAT, NI, allowances, expenses, and other relevant matters and advise the Bursar of any material changes and any actions required. m. Financial and Related IT Systems Manage and co-ordinate the existing Quickbooks accounting system n. US Federal Student Loans Liaise with the University s US Loans department; account for and distribute loans in compliance with US Federal regulations; provide annual audit data to the University.

5 o. University of Oxford Provide statistical and survey information to the University and collegiate committees. Attend termly Association of Oxford College Accountants meetings, which provide professional support and guidance for all college accountants. The exact nature of these duties will be subject to review and adaption, in response to changing factors. Person Specification Applicants will be assessed on the basis that the following attributes are essential: Qualifications and Skills A qualified accountant, in current standing, recognised by ICAEW, ACCA or CIMA. Excellent financial software skills, particularly with Excel and accounting systems. The ability to initiate and to develop appropriate financial systems and ensure that they are fit for the College s purposes. Excellent written and oral communication skills, together with an ability to engage at all levels, in formal and informal settings, and including the ability to present complex financial information to colleagues who may not have financial backgrounds. Excellent working knowledge of VAT, corporation tax and payroll taxes. Experience Demonstrably strong technical skills and experience of preparing both management accounts, and annual accounts for audit. Effective finance team management, particularly during periods of high workload. Approach A precise thinker who values accuracy. A pro-active and hands-on manager, with an eye for new approaches and solutions. A collaborative style, with an ability to build good working relationships with people at all levels within the College and across the wider University community.

6 An ability to prioritise tasks and work to deadlines. Able to contribute to and manage the process of change. Able to handle sensitive material with the utmost professionalism and discretion. Commitment to the core academic priorities of the College, and to its governance structure, whilst recognizing the need for commercial activities to help to support these. In addition, applicants will be assessed on the basis that the following attributes are desirable: Educated to degree level. Affinity for the higher education and/or collegiate environments. Employment Conditions Appointment: This is a permanent post which can be part or full-time. The appointment will be conditional on receipt of satisfactory references. This Job Description may be reviewed periodically in conjunction with the post-holder and the requirements of the College. Probationary Period: There will be an initial probationary period of 12 months. Only after successfully completing this probationary period will the appointment be confirmed. Notice Periods: Salary: Hours: Pension: Meals: During the probationary period, the postholder s employment may be terminated by either side on one month s written notice. Once the appointment is confirmed, the period of written notice will be three months. The salary reflects the University Scale at Grade 8, currently 38,511to 45,954 per year. However, the College is an independent employer and does not automatically apply the University of Oxford employment terms and conditions or policies. The starting point will depend on qualifications and experience, and advancement up the scale is based on merit. Hours are flexible but, normally, 9:00am to 5:00pm, with 1/2 hour taken for lunch. This post provides access into a contributory pension scheme. The successful candidate will be enrolled into OSPS unless they notify the College otherwise. Lunch is provided free of charge, when the College kitchen is open.

7 Annual Leave Entitlement: Annual leave is 25 days, 5 days of which should be taken during the Christmas period. This is in addition to 8 public holidays. Training: Continuing Professional Development training will be available where required or where reasonably requested. Application Process Candidates should please send the following three items by to michele.smith@ssho.ox.ac.uk, with College Accountant in the subject line: 1. A cover letter of no more than 500 words, which describes: o Your relevant experience; o Why this job is of interest to you; o What commends you for this role. 2. An up-to-date Curriculum Vitae; 3. The names and contact details of two work or work-related referees, one being the current or most recent employer. The closing date for applications is 5:00pm (UK time) on 3 rd September Interviews will be held in September 2015 at the College. Informal discussions are welcomed by the Bursar, Mrs Michèle Smith, by in the first instance, at michele.smith@ssho.ox.ac.uk Notes 1. This employment is subject to the provision of original documentation to establish the right to work and remain in the UK. 2. All data supplied by applicants will be used only for the purpose of determining their suitability for the post, and will be held in accordance with the principles of the Data Protection Act St Stephen s House is an Equal Opportunities Employer. Conduct against fellow employees and college members that is offensive or detrimental to them on grounds of age, colour, disability, ethnic origin, marital status, nationality, race, religion, belief, gender, or sexual orientation, is not tolerated.