Finance Manager

We are looking for an experience, people focussed individual to join our Senior Leadership Team. As the Finance Manager you will play a pivotal role in the organisations financial and legal operations, producing key financial information and utilising your experience to develop individuals around you.

As a non-profit charity, the Union is not only a great place to work, but one where you can see the impact your work has to student lives on a daily basis. 

JOB DESCRIPTION FOR THE PART-TIME FINANCE MANAGER

Purpose of Role

To provide professional advice, information and reports to Trustees and the CEO on all aspects of the Union’s financial and operational performance to enable sustainability and future growth for the organisation. As a member of the Union’s management team, the post holder will provide finance and management reports and ensure all accounting and financial controls are performed in line with good accountancy practice.

Financial Management:

·       To be responsible for the management of the Union’s financial affairs ensuring internal and external statutory and

regulatory obligations are met.

·       To provide information, advice and guidance to the CEO and Trustees reporting on the ongoing financial viability of the Union and its activities as and when required including the compilation and coordination of budgets and forecasts.

·       To ensure appropriate cash flow and investments for the organisation at all times, advising the CEO.

·       To coordinate the management of the Unions finances, overseeing the accounting for income, expenditure, and assets, making recommendations for efficiencies and savings in order to obtain value for money.

·       To safeguard all the assets of the Union by ensuring that control processes are in place to accurately record asset details in line with the Union’s financial procedures.

·       To lead on the budget preparation process to compile, analyse and draft the organisation’s budget each year.

·       To manage and develop robust financial systems to suit the organisation’s growing and changing needs under direction of the CEO.

·       To ensure that all Union staff and Officers comply with the correct financial systems, procedures and controls and ensure that all statutory requirements are in place.

·       To ensure effective processes are in place for assessing and managing business risk, including financial controls and insurance cover.

·       To liaise with the University Finance department to submit regular management accounts, variance reports and invoices to access grant funding.

Financial Operations:

·       To prepare and produce timely and accurate monthly management accounts.

·       To plan and manage the Union’s tax liabilities under existing legislation and reconcile payroll and VAT payments.

·       Responsibility for maintaining the Union’s Bank Mandate, ensuring that it is reviewed and amended annually.

·       To oversee the processing of all journals.

·       To provide support for Commercial Services areas calculating and analysing the cost of sales monthly, and trend analysis as and when required.

·       Prepare for annual external audit by completing year end file with all reports required.

·       To develop and implement action plans from external audit.

·       To oversee accruals, prepayments, stock and depreciation monthly and post journals.

·       To prepare for and attend management account meetings with the CEO and the Trustee Board Finance and Audit and Risk sub-committee meetings when requested.

·       To produce reports on balance sheet reviews, and twice-yearly reforecast reports.

·       Responsible for maintaining the Fixed Asset register, and review of capital investment.

·       Manage the Union’s Cash Flow and prepare Cash flow forecasts as necessary.

·       Monitor Balance Sheet control accounts ensuring reconciled.

·       Overseeing good standards of credit control to ensure that the organisation is distributing monthly statements and debt chasing letters and where necessary instigating legal action for the recovery of funds.

·       To analyse VAT transactions and produce the VAT return quarterly

·       To submit the annual report and approved accounts to the Charity Commission and other bodies as appropriate and within deadline.

·       To ensure the accurate accounting and authorisation of the Clubs and Societies monies and ensure that all expenditure is spent according to Union guidelines.

Staff Management:

·       To ensure the smooth running of the Finance Office by overseeing the line management of the finance team.

·       To ensure that the finance team produce all data accurately, on time and in the appropriate format adhering to the strict deadlines for both internal & external set tasks.

·       To promote a positive working environment and a motivated finance team.

·       To provide leadership, direction and coaching for finance team and to set an example of being results focused and aiming for excellence.

·       To complete Personal Development Reviews with each member of the finance team.

·       To manage, develop and train the finance team in accordance with the Union HR procedures, to ensure that they are meeting or exceeding agreed targets relating to performance, quality of service and standards and taking appropriate action if these targets are not met.

General Notes:

All Union employees are expected to work within the ethos of the Union and strive to achieve the following:

1.       To work at all times within relevant legislation as well as structures, policies, and procedures.

2.       To work co-operatively with other Union staff and officers, as well as relevant external organisations.

3.       To adhere to the highest standards, especially of customer service and safety.

4.       To seek to continually develop and improve Union facilities and services.

5.       To keep up to date with sector developments, local competition, and students’ views/needs, where necessary undertaking market research to generate such information.

6.       To undertake necessary training and to attend all meetings as requested.

7.       To promote a positive and professional image of the Union to its members, customers, stakeholders, and other external people.

8.       To positively contribute to the organisations ethical and environmental ethos.

9.       To perform any other additional reasonable duties as deemed appropriate.

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. Staff are expected to portray a positive image both internally and externally of the Union by displaying standards of service integrity, punctuality, politeness, and professionalism.

The Union envisages that this post will develop through time and that the post-holder is expected to be proactive in pursuing these changes. Environmental consideration and environmental best practice are the responsibility of all Union staff. This list is not exhaustive and is a general indication - the role holder will be expected to complete any reasonable task requested of them.