SEDBERGH SCHOOL JOB DESCRIPTION ACCOUNTS MANAGER

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1 SEDBERGH SCHOOL JOB DESCRIPTION ACCOUNTS MANAGER Safeguarding of Children Safeguarding the welfare of children is of the highest priority to Sedbergh School. Every employee of the school has a responsibility to: Protect Children from abuse Be aware of the School s safeguarding procedures Know how to access and implement the required procedures Keep a sufficient record of any significant complaint, conversation or event Report any matters of concern to the Safeguarding Officer Attend annual in-service training provided by the School General Sedbergh School, founded in 1525 by Roger Lupton, Provost of Eton, is an Independent Co-educational Boarding School. The Headmaster is a member of the Headmasters and Headmistresses Conference. Set in the spectacular Yorkshire Dales National Park, the School also benefits from fast motorway and rail access to the rest of the UK. The School is a vibrant, demanding and supportive community which encourages pupils and staff to be involved in as broad a range of activities and interests as possible. Art, Drama and Music are especially strong, and the School has a national reputation for Sport. Sedbergh has its own Prep School located approximately five miles away at Casterton. Organisation The Headmaster, Mr A A P Fleck BSc, MA, acts as the Chief Executive of both Schools and is supported by a number of senior managers. The Bursar, Peter Marshall, is responsible to the Headmaster and Governors for the management of all the administration and support staff. 1

2 The Bursar has responsibility not only for the finances of the School, but also for the extensive land and buildings, maintenance department, grounds & gardens, catering, housekeeping & domestic staff and all other support staff, as well as running the commercial trading arm of the School, Sedbergh School Developments Limited. Duties The Accounts Manager will manage the day-to-day function of the accounts team, ensuring effective delivery of the primary financial activity of the School, and will also be responsible for leading, managing and motivating the accounts staff, allocating tasks, monitoring performance, training and appraisal. Below is set out a list of duties and responsibilities which fall within the ambit of the role. However, the list is not intended to be definitive, and the post-holder must be willing and able also to carry out any further duties which fall reasonably within the functions and responsibility of the post. 1. Management of Staff To act as Line Manager to the Accounts Team, allocating tasks as appropriate among the team and supervising their work as necessary. To manage succession and cover for the Accounts Team, ensuring that there is adequate sharing of knowledge and skills so that the department can operate effectively during periods of peak work flows, holidays and other absences. To give support in the recruitment and retention of staff within the department. To continuously improve both his or her own performance and that of the team, through the School s appraisal process. 2. Accounting To manage the School s accounting processes and resolve any problems. To ensure that best practise financial controls, as directed by the Finance Bursar, are followed. To provide advice and support for accounting and non-accounting staff on financial processes and systems. To close down the nominal ledger at the year-end and oversee the audit process of the annual statutory accounts, liaising with the external auditors as necessary. To carry out all period-end and year-end procedures, including reconciliations. To regularly review and recommend changes to accounting and related systems, and to oversee implementation when required. To ensure that all MRR and Capital Works are accounted for accurately, regularly liasing with the Estates Bursar on progress. To be responsible for the financial aspects of all School trips, and to audit the accounts when the trip has been completed. To be responsible for keeping an up-to-date Asset Register. 2

3 3. Management Reporting Production of termly management accounts for the Senior and Prep Schools, forecasts and related information for Governors. Investigation of variances against budget for key income and expenditure headings, and production of revised year-end forecasts for monthly review with the Finance Bursar. Preparation of briefings and presentations for inclusion in reports to the Board of Governors, as required. Undertaking and assisting with research and project work, as required. 4. Payroll Responsibility for providing an accurate and comprehensive payroll service for all School staff. Ensuring that the procedures are compliant with benefits in kind and PAYE regulations. Ensuring that the payroll clerks are calculating pay, overtime, holiday and other payments accurately and in accordance with the staff s individual terms and conditions. Responsibility for ensuring that correct deductions are made for the Teachers Pension Scheme and Support Staff Pension Scheme, and that the contributions are remitted to the appropriate scheme provider on time. Responsibility for payroll and pension end-of-year returns. 5. Statutory Returns and Surveys Responsibility for the submission of accurate and timely VAT returns for the School. Responsibility for ensuring that the whole School operation is compliant and up-to-date with all VAT regulations for current and future operations, seeking advice from VAT advisors when necessary. Completion of Charity Commission Returns, Companies House Returns and Government Statistics returns, and provision of information for ISC and Department of Education returns. Completion of KPI Benchmark Surveys, performing additional statistical analysis when required. Ensuring consistency of approach and documentation in all areas and compliance related records. 6. Budgets Assisting the Finance Bursar and Heads of Department with information for budget setting and reporting. Assisting the budget holders to manage their budgets, including producing management information and ensuring accuracy of the KPI dashboard. 3

4 7. Ledgers and Internal Control Responsibility for the day-to-day nominal ledger control and account reconciliation, together with accurate allocation of expenditure. Ensuring that the accounts clerks are given, and follow, the appropriate levels of authorisation for the smooth operation of the nominal and purchase ledgers. Management and overseeing of all nominal payment processes and purchase ledger processes, ensuring that they follow the School s internal control procedures. Regular review of all processes, to ensure that they are as efficient and as up-to-date as possible. 8. Bank and Cash Records Ensuring accurate maintenance of the School s cash and banking records, ensuring that monthly reconciliations are completed. Ensuring that the correct internal control processes and signatures are followed for all automatic bank payment and receipt processes. Acting as Bank Signatory for all School accounts. Reviewing the use of available software and systems for all bank accounts, payments and receipts, and making recommendations for, as well as implementing, changes where necessary. Reporting The post-holder will report directly to the Finance Bursar. Health & Safety The post-holder must be fully conversant with the School s Health & Safety Policy, and report any breaches of the policy to their Line Manager. 4

5 Person Specification 1. Qualifications Membership of a recognised Professional Accounting body, or equivalent relevant practice experience. 2. Essential Skills and Attributes Up-to-date knowledge and experience in all areas of management accounting in a large organisation. Up-to-date knowledge and experience of VAT regulations and Charity accounting, with particular knowledge in education desirable. Up-to-date knowledge and experience of payroll processing and PAYE regulations. Experience of submitting periodic and year-end returns online. Experience of operating all areas of an integrated accounts package such as the WCBS PASS system. Experience of data extraction from accounts and payroll packages using excel and ODBC. Experience of creation and development of spread sheets using Microsoft Excel. Excellent interpersonal and communication skills. A thorough approach to projects, self-motivation and the desire to see accurate records kept. A willingness to undertake routine work. The ability to work under pressure, maintaining an upbeat attitude and prioritising own workload to meet changing and conflicting deadlines. An ability to understand the needs of the business of the School. Outstanding written and verbal communication skills. The ability to develop effective and productive working relationships at all levels. 3. Desirable Skills and Attributes Experience within a School or similar charity environment. Accounts training in practice. 5