Job Description Job title: Department: Grade: Responsible to: Responsible for: Head of Finance Finance 60,000 (spot salary) Chief Operating Officer All members of the Finance Department (8 FTE) with direct line management of the Senior Finance Officer, Purchasing Officer and Management Accountant Objectives of the role To manage the College s accounting arrangements, financial planning and procurement. The Head of Finance is responsible for: Financial Accounting Budgets, Management Accounting and Reporting Treasury and Cash Management Finance IT systems Procurement, Insurance and Value for Money Staff Management Financial Accounting 1. To oversee the operation and to ensure the financial integrity of the financial control systems throughout the College. To review performance against agreed standards, analyse results and suggest and implement improvements 2. To lead on financial fraud prevention and detection and to annually report on such matters 3. To ensure compliance with HMRC, Companies House and all other legislative requirements relating to financial matters 4. To manage and maintain fixed asset and depreciation records 5. To ensure organisation-wide compliance with the College s Financial Regulations 6. To ensure the Finance departmental web-site and the Finance documents on College intranet are kept up to date 7. To implement recommendations on the operation of the control systems and other matters by Internal and External Auditors
8. To ensure that the College s payroll payment is processed in accordance with the timetable agreed each month and ensure that deductions of taxation, national insurance, pension and other amounts are paid over by the deadlines 9. To ensure that monthly reconciliations are undertaken in respect of all the College s bank accounts and balance sheet control accounts 10. To ensure that the College complies with VAT and all other tax regulations, taking advantage of all available reliefs. To ensure that all tax and VAT returns for the College and its subsidiary companies are completed on a timely basis 11. Work with Internal and External Auditors in support of the annual financial accounts audit and annual internal audit plan 12. Preparation of the College s financial accounts in accordance with the relevant SORP and accounting standards in accordance with the approved timetable 13. Preparation of the accounts of any College subsidiary companies Budgets, Financial Reporting and Management Information 14. To prepare the budget and three-year plan on an annual basis 15. To provide high quality financial support to managers and departments so that budgets are operated effectively 16. Compile and update College course fees in conjunction with College management 17. To provide costing s for new initiatives, courses and other income streams 18. To co-ordinate production of monthly financial reporting information for budget holders in accordance with the approved timetable 19. To summarise the monthly financial reports for the Executive Group and the Board of Governors in accordance with the approved timetable 20. To prepare regular monitoring reports on capital developments and ensure timely and accurate claiming of any grants due 21. To ensure the financial management of grants, projects and other income streams and ensure that all relevant claims, reconciliations and statements are completed 22. To complete the College s financial returns for HESA, HEFCE, SFA, EFA, TPA, HMRC, ONS, ESF and any other external agencies Treasury and Cash Management 23. To monitor, prepare and report cash flow forecasting
24. Manage cash balances to ensure appropriate levels to support requirements while ensuring maximum return with minimum risk on investment 25. To ensure that creditor terms are appropriately followed 26. To ensure appropriate and timely management of College debtors, payment plans and credit control procedures 27. Manage the College s loans within the perimeters set by the Chief Operating Officer 28. Liaise with the College s bankers in regards to all banking facilities Finance IT systems 29. To be the College s computerised accounting system administrator responsible for upgrades, modification or replacement of the system as required 30. To maintain the College s financial reporting system and purchasing/procurement systems 31. To keep abreast of current IT developments that will enhance processes and systems Procurement, Insurance and Value for Money 32. To ensure an efficient, cost effective organisational-wide procurement and purchasing service 33. To ensure compliance of tendering procedures in line with the College s Financial Regulations 34. Promote and monitor value for money and optimum use of College resources 35. To be responsible for College insurance cover and claims Staff Management 36. To ensure that all aspects of Finance staff management are carried out in accordance with the College s policies and procedures and in particular: to carry out performance appraisals in accordance with the procedures to identify training and development needs as appropriate to be responsible for recruiting to vacancies in accordance with College guidelines to devise and carry out an induction programme for new staff, and use their probationary period effectively. 37. To foster a student focus and customer service culture in the finance department 38. Encourage, develop and motivate staff and promote close and cooperative working between the team and other departments
39. Monitor the performance of the finance team to ensure maintenance of service standards and improvements to quality 40. Ensure that the College s policy for equal opportunities is adhered to and promoted in all aspects of work Other 41. To undertake any other duties reasonably assigned by the Chief Operating Officer 42. To ensure that the Finance Department s targets are met and that the department s annual self-assessment review and quality improvement plans are completed 43. To annually review and improve the College s Financial Regulations and other financial policies and procedures 44. To ensure continued personal development and to keep abreast of and disseminate technical, sector and finance specific developments 45. To ensure that financial risk is appropriately managed and identified in the College s Risk Register and Business Continuity Plan 46. To undertake evening duty management cover as required General Requirements The post holder will undertake assigned responsibilities effectively and efficiently, and within regulatory and legislative requirements; achieve individual and divisional targets within the College s annual planning and staff performance review processes and budgetary constraints in order to create and maintain high performance of learners and the College and: Actively promote the values of the College: learner focus, responsibility, integrity, collaboration and respect Actively promote equality and diversity, recognising and actively challenging stereotyping, prejudice and discrimination, ensuring that these principles permeate all working practices, creating an inclusive learning environment and workplace for students and staff respectively. Ensure effective quality control and continuous improvement in all aspects of this post, in keeping with the College s existing and developing quality assurance systems. Be committed to professional development, through participation in the College continuing professional development programme which includes commercial up-skilling, staff learning days and training events appropriate to the job role. Develop effective relationships with internal and external stakeholders and partners as appropriate to the role Comply with and promote the College Health and Safety, Safeguarding, and Data Protection policies and procedures and to undertake recommended training as and when necessary.
Identify and manage risk effectively. Undertake such other duties as required, commensurate with the grade of the post, as may be reasonably required at the initial place of work or at other locations in the College. Support cross college events such as Open Evenings and Enrolment sessions when required Adhere to and ensure compliance with all College procedures as detailed in the Staff Handbook At all times seek to serve the best interests of the College To provide cover for colleagues during periods of holiday or sickness absence NB: This job description outlines a range of main duties. It is not exhaustive and can be varied in consultation with the post holder in order to reflect changes in the job or the organisation.
Person Specification Qualifications Method of assessment (application form//reference 1. CCAB qualified accountant Application form Application form 2. Degree level education Knowledge, Skills and Experience 3. Substantial middle or senior financial and staff management Application form 4. Up-to-date and thorough knowledge of accounting standards with excellent technical application of accounting knowledge and experience of producing annual financial accounts 5. Up-to-date and sound knowledge of VAT 6. Experience in establishing and maintaining financial systems and procedures 7. Experience in budgeting and management accounts in a large and complex organisation 8. Experience in treasury and cash management 9. Experience in procurement management and supplier tendering 10. Substantial experience and understanding of Finance IT systems 11. Substantial experience of presentation of financial information 12. Able to work well with non-finance professionals 13. Able to demonstrate oral and written communication excellence 14. Ability to coach and develop colleagues and delegate accountability to encourage staff 15. Good planner with analytical and problem solving ability 16. A commitment to equal opportunities 17. Well-developed communication skills and able to produce financial management information which is clear, concise and effective 18. Influencing and persuasion skills able to handle complex or controversial issues and bring people from a range of backgrounds with you