DIVERSE ACADEMIES LEARNING PARTNERSHIP: DIVERSE ACADEMIES TRUST. Information for Applicants

Transcription

1 DIVERSE ACADEMIES LEARNING PARTNERSHIP: DIVERSE ACADEMIES TRUST Information for Applicants

2 Finance Systems Accountant - DALP Finance Manager The Holgate Academy Enclosures: 1. Letter from Director of Finance and Corporate Services 2. The Post of Financial Systems Accountant Job Definition 3. The Post of Finance Manager, The Holgate Academy Job Definition 4. Application Form (download from website) 5. Information about the Diverse Academies Learning Partnership (download from website) a) A vision for the development of DALP (download) b) DALP Governance Structure (download) c) DALP Leadership and Management Structure (download) d) DALP Corporate Service Structure (download)

3 DALP Office Tuxford Academy Marnham Road Tuxford Newark NG22 OJH CP/PAP Dear applicant First of all I would like to thank you for the interest you have shown in working with us. You can access information about the post including the application form from the DALP website, or from the website of any of the six DALP academies. Please also submit a statement as part of your application of no more than 2 sides of A4 in which you outline why you believe you are suitable for the post and describe your vision for the development of the role. Please note that this statement replaces section 5 of the application form. The closing date and time is 14 th July at midday and you can submit your application on line if you wish. Shortlisting will take place on 15 th July. If you would like to discuss the post with me then please contact Carol Insley, on or via at cinsley@eastleake-ac.org.uk Once again many thanks for your interest in this post and I look forward to receiving your application. Yours sincerely Mr Jon Fearon Director of Finance and Corporate Services DALP Tuxford Academy National C of E Academy Retford Oaks Academy East Leake Academy The Holgate Academy Tuxford Primary Academy

4 FINANCE MANAGER The Holgate Academy JOB DEFINITION 1. Title of Post Finance Manager, The Holgate Academy 2. Name of Employee 3. Salary Grade A Full Time (37 hours per week) All year round 4. Accountable and Responsible To: Principal with Professional Technical Support from Academy Business Manager, National CofE Academy and Diverse Academies Learning Partnership Staff 5. Main Purpose of the Job Preparation, reconciliation and constant monitoring of the School Budget Line Management of Finance Staff Oversight and reconciliation of the School Fund Accounts Financial Support to the Leadership Team in respect of School Budget Systems Day to day management of site staff. 6. Accountable and Responsible for the Following Key Tasks: A. STRATEGIC DIRECTION AND DEVELOPMENT OF THE SCHOOL: You have the responsibility to: Motivate and support other staff and encourage a shared understanding of the contribution that your role can make to all aspects of students lives Support and contribute to the strategic development of support services B. LEADING AND MANAGING STAFF You have the responsibility to: Ensure that the Principal is well informed about developments and priorities in the areas of your responsibility Support those staff for whom you directly line manage through the preparation of Team and Personal Improvement Plans, directing to appropriate training and support as necessary. C. EFFECTIVE DEPLOYMENT OF STAFF AND RESOURCES You have the responsibility to: Preparation of the Academy Budget and monitoring through Management Accounts procedures Maintenance of the Academy Budget systems and assist in preparation of Academy Budget processes as required Preparation and reconciliation of accounts reports as required Working with the HR Administrator take a lead on reconciling the Academy payroll systems and development of payover information and ensure payments required are sent on time. Develop and maintain the Academy BACS system Preparing orders in support of other clerical staff if the workload requires it and developing the web portal ordering system as far as possible across the Academy. Overseeing the Academy petty cash expenditure.

5 Overseeing the School Capital Projects Accounts Overseeing the biometric cashless system in respect of school trips and catering. Ensuring banking of school monies is timely and ensuring all other financial staff maintain adequate banking and safeguarding arrangements Assisting in the financial year end processes. Authorisation of orders under 5,000. Cheque signatory on bank mandate Taking responsibility for ensuring the fixed asset register is maintained and ex LA inventory is kept up to date and monitored. Ensuring support is in place to ensure monthly management accounts are prepared on time. Contributing to the development and maintenance of financial systems and processes Providing advice and information on budgets and administration to budget holders and other staff in the Academy. Monitoring and controlling various budget headings as required Preparation of cashflow forecasts and monitoring of the same. Supporting and developing the Academy lettings systems with the lettings administrator Work with the Leadership Team to ensure monitoring requirements for the Bursary fund is maintained Support and maintain administrative systems for site and health and safety as directed by the as required at an operational level. To support the site manager in procurement of services, provision and monitoring of premises budgets, and undertaking at least bi weekly meetings that are recorded with the Site Manager on all premises related finances Overseeing and developing accounts payable and receivable processes Work with DAT colleagues on maintenance of the correct recording and reporting of VAT. Ensure all financial regulations are adhered to by self and others, and developing of policies and procedures as required. Liaising with Academy Accountants and Auditors Ensure policies and practices are put into place to develop and action any requirements from Responsible Officer and Audit visits. Reconciliation, oversight and reporting on school fund activities (trips etc.) Report on financial issues to the Leadership Team and Governing Body as required Attendance at DALP business management group meetings as an active member Attendance at Governor Resources meetings providing information Oversee the music tuition financial provision, liaising with Faculty staff as required Ensuring the relevant statutory documents are obtained and kept on record for the Academy minibus and charges made as required Be a member of the Support Services Management Group Ensure all SEN funding is maintained, accessed and managed effectively, liaising with internal staff and outside agencies as required. This includes monitoring of AFN/HLN and any other funding received in respect of SEND pupils. D. MANAGING OWN PERFORMANCE AND DEVELOPMENT AND THAT OF OTHERS You have the responsibility to: Demonstrate an ability and willingness to take responsibility for your own professional development and to keep up to date with career developments. Support and manage effectively those directly under your line management and ensure line management meetings, Appraisals and Team Improvement Plans are conducted effectively Take the lead of the finance team meetings ensuring half termly meetings are arranged and accurately recorded Attending courses/meetings/seminars, where appropriate and beneficial to the post, and reporting on the benefits and implications of such. Understand your professional responsibilities in relation to school policies and practices. Demonstrate a desire and ability to achieve challenging professional goals

6 E. OTHER PROFESSIONAL REQUIREMENTS You have the responsibility to: Abide by the legal liabilities and responsibilities of all staff at the school. Establish effective working relationships with professional colleagues, including teaching staff Liaising with auditors and accountants as required Compliance with the National Academy and EFA Academies Manual of Financial Guidance at all times. Ensuring the financial regulations are being followed throughout the system; implementing the safeguards outlined in the current version of the school s Financial Responsibilities and Accountabilities document. Set a good example to the students of the school, through your presentation and personal and professional conduct Be aware of the Data Protection Act and other legislation to ensure confidentiality of records and information is maintained. Undertaking any other duties which may reasonably be regarded as within the nature of the duties and responsibilities/grade of the post as defined, subject to the proviso that normally any changes of a permanent nature shall be incorporated into the job description in specific term. 7. Further Statement The contents have been agreed in discussion between the post-holder and the school. The allocation of particular responsibilities may be amended after consultation from time to time. Post Holder s Acknowledgement I accept the duties and responsibilities as outlined above with effect from the date given. Signed Date

7 Person Specification: Finance Manager Essential Qualifications GCSE English and Maths at grade C or above, or equivalent Evidence of further professional development in finance (e.g. AAT/Book-keeping) Experience At least 4 years experience of working in a finance environment Desirable Experience of working in a school finance setting Knowledge An in depth understanding of financial systems in a business and/or educational environment. To be aware of safeguarding procedures when working with children and young people Experience of financial audits and processes Skills Ability to motivate self Ability to communicate effectively both orally and in writing Good numeracy and literacy skills Ability to use technology - computer, photocopier (MS Office and Financial systems) The ability to manage and prioritise own workload Accurate Quick learner Problem solver Qualities Able to work constructively as part of a team and as an individual Flexibility and patience Honest, trustworthy and to ensure confidentiality Friendly and approachable Good team leader qualities Confident to challenge Other A strong commitment to and a willingness to undertake further study/courses relevant to the post A willingness to develop and progress Willingness to take part in extracurricular activities

8 DALP (Diverse Academies Learning Partnership) Job Description: Financial/Systems Accountant Based at: Reports to: Director of Finance and Corporate Services Salary: Circa 30,000 Role Outline: To support Academy Finance Managers and Teams by providing a central role providing financial accounting, training, development of systems and processes and control over the integrity of the accounts. To support the Director of Finance and Corporate Services with returns for pensions, management charges, budgets, returns to the Education Funding Agency and consolidation of statement of accounts. Key Tasks Financial Accounting and Integrity of Accounts Produce and agree an annual accounting timetable, confirming key dates each month for the completion of tasks and reporting. Monitor and ensure compliance. Review with each Business / Finance Manager within an Academy the key financial controls and balances in accordance with the timetable. Investigate and report concerns to the DOF. Support Business / Finance Managers to produce Management Accounts, prepare and submit a copy of each Academies Accounts to the DoF And Chief Executive; highlighting any concerns and risks. Fixed assets. - review monthly all transactions over 1,000 in each Academy and transfer fixed assets to the fixed asset account. Maintain a fixed asset register. Process monthly payroll journals from the central payroll, reconciling Academy control accounts with the Academy Finance Managers Support Finance / Business Managers to import budgets and ammend forcasts. VAT Run monthly VAT claim and Submit VAT claim Cross Academy Charges Calculate and process monthly management charges and ad hoc recharges, make all nexcesary adjustments to bank accounts. Prepare information for Responsible Officer visits and support queries from RO s Training and Development of Financial Systems Act as the lead expert on the Financial System, developing an indepth knowledge of the system and its capabilities. Account System - Set up new codes and users, Check reports are unaffected, amend as required Review use of codes to ensure compliance for consolidated reporting Improvement to Financial systems Lead development of the system including - support upgrades, advising users of changes, implementation of Purchase Order Processing in all Academies, use of scanning and enhancement to financial planning. Provide guidance in use of Financial systems, delivering training to new users of the system and for changes. Developing written procedures and brief guides.

9 Control security of the system, setting up new users and managing existing user profiles and security levels. Financial Returns Produce FRS 17 returns for all Academies Producce EFA end of year and budget returns Lead consolidation of academy information for statutory accounts, including support in the production of notes to the accounts. Act as a key link with external auditors. Post Holder s Acknowledgement I accept the duties and responsibilities as outlined above with effect from the date given. Signed Date

10 Essential Qualifications GCSE English and Maths at grade C or above, or equivalent Evidence of further professional development in finance. Experience At least 5 years experience of working in a finance environment, with responsibility for production of accounts Knowledge An in depth understanding of financial systems in a business and/or educational environment. In depth knowledge of accounting standards Accounting reconciliations including bank and control accounts. To be aware of safeguarding procedures when working with children and young people Experience of financial audits and processes Skills Ability to motivate self Ability to communicate effectively both orally and in writing Good numeracy and literacy skills Ability to use technology - computer, photocopier (MS Office and Financial systems) The ability to manage and prioritise own workload Accurate Quick learner Problem solver Qualities Able to work constructively as part of a team and individually Flexibility and patience Honest, trustworthy and to ensure confidentiality Friendly and approachable Willing to develop others Confident to challenge Other A strong commitment to and a willingness to undertake further study/courses relevant to the post A willingness to develop and progress Desirable Professional accounting qualification Experience of working in a school finance setting Willingness to take part in extracurricular activities