28 days holiday entitlement, and circa a further 11 days for Bank Holiday and University Closure days

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1 Role: Salary: Holiday Entitlement: Contract: Location: Assistant Finance Manager (Payroll Administrator) 20,338-22,220 (dependant on experience) 28 days holiday entitlement, and circa a further 11 days for Bank Holiday and University Closure days Permanent, 37 hr working week Kedleston Road, Derby, although you may be expected travel to other sites on rare occasions, namely Buxton and Leek The University of Derby Students Union (UDSU) represents around 24,000 students, in both Higher and Further Education. We are a charitable organisation with the goal of providing exciting opportunities, support and leadership for students studying at the University of Derby and we are committed to developing and rewarding our staff team who work hard to make a difference to our students lives, receiving Investors in People Gold award earlier this year. We have created the new post of Assistant Finance Manager to work within the Finance team. The role will be to deputise for and to support the Finance Manager in the effective and efficient management of the Finance department: preparing financial management and performance information to assist in the overall management of The Union. The post holder will also have responsibility for the processing of two payrolls and the reconciliation of cash book accounts and therefore a strong working knowledge of Sage 50 payroll and Sage 200 software is essential. The post holder will maintain high standards of customer care and adhere to the Union s policies and procedures. We are looking for a resourceful, dedicated and experienced individual who will have prior experience of working within a finance environment in the voluntary, public or private sector and who possesses excellent communication skills. Further Information To download the recruitment pack please refer to our website, link is: The deadline for applications is: 12 noon Monday 3 rd August Please submit your application to: Interviews will be held on: Friday 7 th August 2015 at the University s Kedleston Rd, Derby Campus (Post code: DE22 1GB). If you are selected for an interview you will be advised what recruitment tasks will be undertaken on the day to support the panel interview. We will advise all applicants whether or not they have been selected for an interview and will give feedback if requested. Those selected for interview will be informed no later than Tuesday 4 th August For an informal discussion about the post please contact Mrs Wendy Hession on or The Students Union encourages enquiries from everyone and value diversity for our employees. We are willing to consider flexible arrangements and champion equal opportunities, equality and dignity in the workplace.

2 Assistant Finance Manager (Payroll Administrator) Conditions of Service The following is a summary of the main terms and conditions of service. Full terms and conditions of service will be issued on appointment. The Students Union encourages enquiries from everyone and value diversity for our employees. We are willing to consider flexible arrangements and champion equal opportunities, equality and dignity in the workplace. The salary is circa 20,338-22,220 (depending on experience) Precise starting salary will be dependent on experience, training and qualifications. Salary is paid monthly in arrears by direct debit transfer The place of work is the University of Derby Students Union which will normally be at the University of Derby, Kedleston Road campus although you may be expected travel to other sites on rare occasions, namely Buxton and Leek The hours of work for this position are 37 hours per week, full time The post holder is offered a permanent contract and is subject to a 6 month probationary period The annual leave year runs from 1 st August to 31 st July Holiday entitlement is 28 days per annum and is increased after 5 years service to 31 days In addition to the above holiday, the post holder will also receive paid leave during bank holidays and University closure days, which equates to around 11 days per annum There is an occupational pension scheme Westfield health scheme Sodexo childcare voucher scheme The Assistant Finance Manager (Payroll Administrator) reports to the Finance Manager

3 JOB DESCRIPTION Job Title Reporting to Place of Work Hours of Work Assistant Finance Manager (Payroll Administrator) Finance Office Manager Kedleston Road 37 hours per week Purpose of Role To assist the Finance Office Manager in the smooth running of the Students Union Finance Department.To prepare and supply information to assist in the monthly and year end management accounts. To ensure all the employees are paid correctly and on time, and to ensure that all action is completed within legislative time limits. Operational Management To be responsible for the management and running of payroll To be responsible for the posting and reconciliation of all cashbooks To work closely with the finance manager to ensure smooth operation of all finance matters To provide professional management and leadership to the Finance Team To provide information, advice and guidance to Student Officers and staff as required To assist with the development of robust financial systems to suit the organisation s growing and changing needs To provide appropriate support to the organisation stakeholders to meet strategic aims To ensure the Students Union operates within banking facilities with all banking covenants strictly adhered to Ensure compliance with all legal and financial requirements To deputise for the Finance Manager when required Staffing To assist the finance manager by managing and supporting the finance staff Key Tasks Processing of monthly and 4 weekly payrolls Calculate gross pay for salaried staff and update as appropriate taking into account any adjustments in respect of any new starters, leavers and salary increases Set up any new starters on to the payroll system and assign to a cost centre Print the payslips, to update the payroll and then e-submit the net payments to the banking system

4 Obtain the time sheets for the 4 weekly Payroll and enter onto the payroll system including the calculation for holiday pay Take back ups and submit the Payroll information to HM Revenue & Customs using R.T.I Prepare and post the salary and wages journal to the relevant nominal accounts Ensure the following are paid on time, AXA Pension, Scottish Equitable Pension, AOE/C.S.A and Unison Maintain the Westfield Healthcare scheme and ensure the pro forma invoices are correct and that the employer and employee contributions are reconciled against the invoices and the direct payments Print off the monthly P32 and reconcile to the wage control account Pay the total PAYE by the deadline date Reconcile the Wages control account, PAYE control account and the Pension/Health control account Once the cashbooks are reconciled to the month, close the month end period down Ensure the payroll and payments reports to HM Revenue & Customs reconcile with the year end P35 Print and issue P60s to staff by the deadline date Use the Westfield reconciled spreadsheet of payments to calculate Class 1a contributions due to HM Revenue & Customs and pay by the deadline date Complete P11d s and P9d s and issue to employees by the deadline date Liaise with managers and issue P45 s to students leaving UDSU as appropriate Supply Endsleigh Financial with a spreadsheet of the Death in Benefit subscriptions to be calculated Cash book and account reconciliations Assist with the preparation of monthly management accounts To provide good customer service to all stakeholders, in person, by or telephone To produce the cash flow forecast To ensure that all data is produced accurately, on time and in an appropriate format To adhere to strict deadlines both internally & externally for all set tasks Carry out internal audit procedures as set by the Finance Manager To assist in preparing the year end file for the annual audit alongside the Finance Manager To carry out any other general ad-hoc office duties as required General Notes The principle roles and responsibilities will change from time to time and the post holder is required to undertake any additional duties as deemed appropriate Staff are required to have a Personal Development plan and to participate in training, meetings or conference considered relevant to their job. Staff must carry out their duties with full regard to the rules policies and procedures and conditions of service contained in the staff information guide A condition of the employment is that all staff are expected to assist in key events throughout the year e.g. Fresher s Fair, Student Balls and any other key events, including elections if necessary. Staff are expected to portray a positive image both internally and externally of the Students Union by displaying standards of service integrity, punctuality, politeness and professionalism UDSU envisages that this post will develop through time and that the post-holder is expected to be proactive in pursuing these changes Person Specification for Assistant Finance Manager (Payroll Administrator)

5 CRITERIA Requirement Application Interview QUALIFICATIONS Day Good standard of general education to include literacy and numeracy Finance related qualification Desirable EXPERIENCE Experience in a senior finance / accounts role Working knowledge of Sage 200 and Sage Payroll Experience in financial control, monitoring and reporting procedures Experience of working with Microsoft office software and databases Purchase ledger experience Charity accounting practices Desirable Experience of recording and accounting for VAT Desirable Experience of leading a staff team Desirable ATTRIBUTES/SKILLS Attention to detail and high analytical skills Excellent administrative and organisational skills and the ability to handle competing priorities Ability to work to tight and multiple deadlines Ability to work under own initiative, consulting relevant parties when necessary Ability to follow through on tasks with minimal supervision Calm and professional approach to problem solving Confidentiality is fundamental

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