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Excellent Development

Head of Finance & Operations


Job Description

Contract: Permanent (37.5 hours per week)

Salary Range: £42,000 - £47,000 (including 5% pension contribution)

2013/14 Benefits: Up to 15% performance-related bonus scheme


Private health insurance and cycle to work scheme.

Responsible to: Executive Director


Member of Senior Management Team (SMT)

Direct Reports: Finance & Office Manager

Purpose of role: To efficiently and effectively manage all finance,


governance and support activities for the charity,
including, purchasing, Office Management, IT and HR.

Based at: Studio 59, The Market Building, 195 High Street,
Brentford, Middlesex, TW8 8LB.

Key Responsibilities

 Finance
 Governance
 Overseas partner support
 Individual Giving Fundraising Administration
 Procurement
 Office Management
 IT
 HR
 General

Finance
Financial Accounting
 Lead and develop the accounting function.
 Manage the processing of all income and expenditure
 Ensure timely receipts from and payments of invoices
 Reconciliation of restricted income and spending of restricted funds
 Manage and control credit card expenditure, expenses and petty cash
 Process monthly payroll
 Process monthly Gift Aid returns

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Management Accounts & Reporting
 Ensure timely monthly finance and management reports to staff, SMT, Finance
Sub-Committee (FSC) and Trustees
 Continuously improve management reporting to increase the effectiveness and
efficiency of the organisation

Budgeting & Forecasting


 Own the production of a monthly cash flow for restricted and unrestricted funds
including committed and forecast income.
 Own the annual budgeting process agreed with the SMT and FSC.
 Own monthly income and expenditure forecasting processes

Processes and Controls


 Ensure adherence to Excellent’s Finance Policies
 Manage and optimize all Finance Processes including ensuring training of and
compliance by staff
 Carry out weekly bank reconciliation
 Ensure up to date bank mandates
 Ensure optimal value from international cash transfers
 Approval of all contractual commitments

Legal compliance
 Ensure correct administration of PAYE and related tax payments
 Ensure all payroll compliance reporting is et (e.g. P60s, P11d’s, etc)
 Ensure compliance to Gift Aid requirements

Governance

Ensure that Excellent Development complies with all applicable charity and company law
and regulations and accounting standards
 Ensure legal compliance to required policies and statutory reporting
 Manage a Policies and Processes book for the organisation on behalf of the
SMT and Governance& Risk Sub-Committee (G&RSC)
 Own quarterly reporting on Risk and Policy and Statutory Reporting
compliance to SMT and G&RSC
 Coordinate annual audit of accounts and approval by the SMT, FSC and
Board
 Timely submission of accounts and annual reports to the relevant authorities
 Ensure suitable insurance policies covering employee and public liability,
vehicles etc
 Timely submissions to HMRC, Company House and Charities Commission
 Ensure legal compliance for all areas across the charity
 Manage the implementation of the Anti-Bribery Act and Pensions changes

Overseas partner support

 Support for our programme partners in financial management and training

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 Ensuring ‘internal audit’ of programme partners
 Ensure monthly reconciliation of Excellent expenditure and partners’ income.
 Note: Some overseas travel may be required to support and audit overseas
partners (maximum of 4 weeks per year).

Individual Giving Fundraising Administration


Processing individual donations from receipt to acknowledgement
 Batch entry onto Sage of donations including Gift Aid
 Updating database (Excel, Access, CRM and MailChimp)
 Donor correspondence; primarily acknowledgement/thank you letters and
responding to donor queries

Procurement
Processing Purchase Orders and travel requisitions
 Manage purchase order processes
 Finance verification and approval of purchase orders
 Sourcing and/or ordering goods and services
 Processing travel requisitions and booking flights

Office Management
 Manage relationship and service provision form building management
company
 Manage stationery and all other office related purchasing
 Manage office maintenance, cleaning and recycling
 Ensure compliance to Fire, PAT, H&S etc.

IT
 Manage relationship and service provision from our IT supplier
 Ensure management of server back ups
 Ensure maintenance of software on computers and team IT housekeeping
 Managing the starter and leaver configuration processes for each PC
(including new PCs)

HR
 Taking the lead for the SMT on HR policies and processes
 Ensuring compliance with latest legislation
 Managing relationships with legal and other HR support
 Managing process, documents and records for holidays, sickness and TOIL
 Co-ordinating the recruitment process for volunteers and staff

General
 Active member of the Senior Management Team.
 Monthly reporting to Executive Director on objectives
 Management and development of Finance & Office Manager

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Person Specification – Finance Manager

Overall Requirements

We are looking for a qualified accountant from a broad commercial background that is
looking for an exciting new role and is committed to the vision and purpose of Excellent.

Technical Essential
skills,  Qualified accountant
knowledge and  Finance, governance and office management experience in small to
experience medium organisations
 Experience of managing audits and preparation of annual accounts
 Experience of managing people.
 Experience of managing/owning finance processes and controls
 Experience of liaising and advising non-financial managers and staff
 Experience of process improvements.
 Working knowledge of IT software and basic hardware systems.
 Advanced skills in Microsoft Excel
 Experience of accounting software

Desirable
 Experience of managing HR
 Experience of Sage Line 50 accounting software
 Knowledge of charity accounting
 Experience of being the member of a Senior Management Team or
equivalent

Personal skills  Very strong organisational skills


and attributes  Strong interpersonal and communication skills.
(all essential)  Self-starter who is confident and assertive
 Ability to work collaboratively with other functions
 Ability to quickly understand ideas, concepts and issues
 Strong sense of ownership for quality of work, deliverables and
service
 Creative and openness to new ideas
 Ability to manage a very varied and changing workload
 Effective verbal and written communication
 Attention to detail and strong analytical skills
 Commitment to community-led international development and
Excellent’s documented philosophy and values
 Right to live and work in the UK

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